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Office Coordinator Job Vacancy

Barcelona

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.
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