Operations Assistant (Junior)

Operations Assistant (Junior)

Job Title: Operations Assistant (Junior) Reports to COO
Location: Barcelona Spain
Position Type: Full-Time

Annual Salary Range: EUR 18000 - EUR 20000

Job Overview:

The Operations Assistant is responsible for providing comprehensive support to the Operations Manager assisting in the implementation and monitoring of operational processes and contributing to the improvement of overall operational efficiency. This role demands a high level of flexibility and resilience and attention to detail and problem-solving skills

Responsibilities and Duties

Correspondence Management

Correspondence management involves the organized handling tracking and processing of all NextLink Correspondences . This can include letters emails memos faxes and other written or electronic messages. Effective correspondence management is crucial for maintaining good communication practices ensuring timely responses and keeping records of all interactions. More details

Office Administration

Manage and coordinate daily office operations to ensure efficiency and compliance with company policies.

Supervise the maintenance of office areas and equipment as well as manage office supplies and place orders as necessary.

Coordinate office space allocation and layout changes as needed Ensure a clean and orderly office environment.

Reception Duties

Greet and direct visitors and handle incoming calls Manage incoming and outgoing mail and couriers.

Support Services

Provide administrative support to staff and executives including scheduling meetings and managing calendars

Assist in the preparation of regularly scheduled reports and presentations.

Vendor Management

Liaise with facility management vendors including cleaning catering and security services. Negotiate contracts with office vendors and service providers.

Human Resources Support

Assist with recruitment onboarding and training of new staff. Coordinate staff events and team-building activities.

Finances Support

Assist with budget preparation and expense management. Identify opportunities for cost savings and efficiency improvements

Health and Safety

Ensure compliance with health and safety regulations.

Coordinate health and safety training and emergency procedures.

Assets Management

Develop and implement an asset management system for tracking the company s physical assets. Conduct regular audits and inventory of office assets to ensure accuracy and compliance.

Schedule and oversee regular maintenance and repairs of office equipment to ensure they are in optimal working condition.

Liaise with vendors and service providers for maintenance repair and replacement of assets as needed.

Maintain accurate records of asset purchases disposals maintenance and inventory levels. Prepare and present regular reports on asset status usage and maintenance to management. Assess and mitigate risks associated with asset management and usage.

Travel Arrangements

Arrange all aspects of business travel including flights accommodations ground transportation and itineraries.

Work closely with employees to understand their travel preferences and requirements.
Negotiate with travel service providers (airlines hotels car rental companies) to secure the best rates and amenities.

Maintain relationships with travel agencies and vendors.
Ensure all travel arrangements comply with company policies and procedures.
Stay informed about travel advisories visa requirements and other travel regulations.
Monitor travel expenses and strive to reduce costs without compromising quality or convenience. Process and reconcile travel-related invoices and expenses.

Provide support and assistance to traveling employees in case of travel disruptions emergencies or changes in plans.
Be available to handle urgent travel-related issues outside of standard office hours when necessary.

Qualifications:

Studies in business administration operations management or a related field.
Strong analytical skills with an ability to analyze data and prepare operational reports. Excellent organizational and multitasking abilities.
Adept at problem-solving and decision-making.
Proficient in Microsoft Office Suite and familiarity with operational management software. Excellent communication and interpersonal skills.
Ability to work in a fast-paced environment and adapt to changing priorities.

Behavioral Competencies

CUSTOMER FOCUS Our customers are at the center of everything we do.
PASSION We are passionate about delivering innovative high-quality services to our customers and our teams.

EMPOWERMENT We empower our people to make things happen.

FLEXIBILITY We are flexible and adaptable in our ways of thinking and working. We make the impossible possible.

COLLABORATION We work together with our customers our partners and in our organization to always achieve the best results. Together we are stronger.

What We Offer:

Competitive salary and benefits package.
Opportunities for professional development and training on multiple jurisdictions.

A supportive and inclusive work environment.
Career and opportunities within a rapidly expanding organization.

How to Apply:

Interested candidates are invited to submit their resume and cover letter outlining their qualifications and experience to . Please include People and Culture Generalist Warsaw in the subject line.