Office Coordinator Job Vacancy

The Office Coordinator forms part of the Business Operations Team and reports to the Business Operations Director. This team is responsible for back-office functions, in particular company travel, supplier and facility management, health and safety, business continuity, and network reporting.

This is a part-time (20 hours/week) position based in the office located in C/Tuset, Barcelona.

Essential Duties and Responsibilities

Facility Management

• Greet, assist, and/or direct suppliers, general visitors, and incoming phone calls.
• Send/receive all mail shipments and couriers.
• Office maintenance including coordinating with agencies for repairs, checks, and office materials.
• Record office expenditure on a monthly basis to ensure cost analysis tracking.

Supplier Management

• Manage new and existing suppliers
• Check supplier invoices to ensure accuracy and prompt payment
• Coordinate regular supplier evaluations
• Responsible for Supplier Management ISO procedure.

Travel Management

• Support Office Manager with travel booking for staff.

Technical Skills and Qualifications

Minimum Requirements

• Fluent in English (Wall Street English level 14/B2) and Spanish (B2)
• Excellent oral and written communication skills.
• Knowledge of MS Office, MS Teams.

Nice to Have

• Additional languages.
• Experience in other software packages.

Experience and Background

• Experience in an administrative position.
• Experience of working in an international company and/or with different nationalities.