Office Coordinator Office Manager
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Job Location:
Monthly Salary:
Posted on:
9 hours ago
Vacancies:
1 Vacancy
Job Summary
In this dynamic role you will be the heartbeat of our head office ensuring smooth daily operations a great employee experience and a welcoming environment for all.
Youll manage the flow of the office: greeting visitors coordinating meetings and events supporting onboarding handling supplies and logistics and keeping the workspace running efficiently. As the go-to person for staff and guests youll play a key part in shaping a positive organized and engaging office culture every day.
As our Office Coordinator your main responsibilities will be focus on:
- Office Presence & Daily Operations Serve as the main on-site contact for all office matters ensuring smooth daily operations and a welcoming environment for all visitors.
- Office Readiness & Guest Experience Ensure the office is tidy prepared for client/leadership visits and that visitors receive a warm professional welcome.
- Facilities Maintenance & Issue Resolution Oversee general maintenance and order resolving day-to-day issues and coordinating with third-party vendors or service providers as needed.
Vendor & Supplier Management Manage contracts and relationships with external services (cleaning courier IT travel catering etc.) ensuring continuity and quality. - Supplies & Inventory Management Monitor and restock all office materials handle regular breakfast and fruit deliveries conduct periodic office shopping and consider employee preferences.
- Office Cleanliness & General Upkeep Ensure shared spaces (kitchen fridge common areas) meet cleanliness standards and promote employee responsibility.
- Security & Key Management Act as the contact for alarm or security matters and manage key distribution for new joiners.
- Mail & Package Handling Manage the reception and dispatch of office mail packages and courier service.
- Event & Team Coordination Plan and organize office events celebrations and team gatherings
Onboarding & Offboarding Support Assist with onboarding/offboarding tasks such as preparing access cards and coordinating office-related setup. - Travel & Logistics Support Support booking taxis or accommodation for visitors and staff when required.
- Documentation & Compliance Maintain administrative and regulatory documentation (e.g. workplace safety medical check-ups) as well as all office-related documents stored in secure locations.
- Internal Communications Prepare general office communications and newsletters
Office Improvement & Employee Experience Identify and implement enhancements to improve the workspace and overall employee experience. - Support the HR and Finance Department for some administrative tasks (account all invoices reconcile Petty Cash process employees expenses etc.)
- Any ad-hoc tasks as required
Qualifications :
- 1 2 years of experience in office administration or coordination
- Positive professional and adaptable attitude with strong problem-solving skills
- Excellent communication and interpersonal skills
- Strong organizational and multitasking abilities
- Proactive and able to handle a variety of situations independently
- Proficiency in MS Office Suite
- Well-presented and able to engage with colleagues at all levels
- Customer-focused with a passion for creating a positive office experience
- Fluency in Spanish and English; other languages are a plus
Additional Information :
What We Offer You
- Creative rewarding work where your impact is visible
- A dynamic stimulating and fun work environment
- A stimulating and dynamic work environment
- Half day off on your birthday
- Discounts in languages courses.
- Discounts on medical insurance.
- Unlimited tea & coffee to fuel your day &Free breakfast on Mondays and fresh fruit on Thursdays!
Conditions
- Permanent contract Full time
- Office based job
- Schedule: Monday to Friday 8- 83 to 17-1730h
- Start date: ASAP
- Competitive Salary Ticket restaurant (pluxee card).
Our Office
You will be based in our fantastic Eixample office in Barcelona surrounded by a wide selection of restaurants and shops. Our diverse team along with our dynamic and youthful work environment makes working at Kaplan a truly empowering experience.
If you meet the requirements and are interested in this position please submit your application in English (résumé) along with a cover letter and your preferred salary range.
Diversity and inclusion are important to us and were constantly working to improve these aspects. At KLG and all our brands we dont just accept our differences we fully support and celebrate them.
Were committed to equal opportunity employment regardless of race color ancestry religion sex national origin sexual orientation age citizenship marital status disability gender or gender identity or expression. We strive to be an equal-opportunity workplace.
Remote Work :
No
Employment Type :
Full-time
Key Skills
- Office Manager Experience
- Microsoft Office
- Customer Service
- Computer Skills
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Medical office experience
- Office Experience
- Front Desk
- Microsoft Excel
- Administrative Experience
About Company
Alpadia Language Schools by Kaplan International is a Swiss company with an international vision, devoted to excellence in teaching languages to enrich students' futures. Inspired by our multifaceted and multilingual country, we create an unparalleled student experience encouraging la ... View more
