Office Manager

Americold is a global provider of temperature-controlled infrastructure. We partner with farmers and food producers to ensure their perishable and frozen product reaches food suppliers, restaurants, and your local grocery store without spoilage. Our customers, which include some of the most respected brands in the food industry, rely on our expertise and commitment to safety in order to delivery on their commitments.

Office Manager

Barcelona, Spain

Goal

The Office Manager will be the first point of contact for visitors and employees, creating a welcoming and professional environment. This role ensures full compliance with all internal office policies, procedures, and operational standards. Key responsibilities include overseeing daily office operations, managing supplies, coordinating events, and maintaining the office environment to support a productive and positive workplace culture.

Key Responsibilities

Reception and visitor management

• Serve as the first point of contact for all visitors and employees.
• Provide a professional, courteous, and friendly reception experience.
• Handle incoming phone calls, emails, and various day-to-day inquiries efficiently.

Supply & Procurement management

• Negotiate favorable contracts and agreements with external providers, including hotels, catering, events, cleaning, and maintenance services.
• Monitor and maintain inventory of office supplies (e.G., stationery, water, coffee), ensuring stock levels are optimal and cost-efficient.
• Coordinate prompt delivery of materials and services with relevant suppliers.

Facility oversight & maintenance coordination

• Ensure office facilities are clean, well-maintained, and meet company standards.
• Supervise shared office areas, reporting on space usage and maintenance needs.
• Coordinate repair work or other facility-related issues with internal teams or external vendors.

Event & Meeting coordination

• Organize and facilitate internal meetings, corporate events, and team-building activities.
• Prepare meeting rooms, ensuring proper setup of equipment, refreshments, and materials.
• Ensure all event logistics are aligned and executed smoothly.

Administrative coordination and general support

• Act as the liaison between the local office and HR BESC for operational and administrative matters.
• Oversee external service providers and validate invoicing to ensure accuracy.
• Draft and maintain internal procedures, communications, and documentation supporting daily office functions.
• Provide onboarding support and logistical assistance for new hires and internal relocations.
• Enforce adherence to internal company policies, ensuring a respectful and professional work environment.
• Promote health & safety procedures and act as the primary contact for emergency or facility-related concerns.

Process improvement

• Continuously evaluate office workflows and recommend improvements.
• Collaborate with relevant departments to implement effective and efficient solutions.

Required Experience

• Minimum of 2 years of experience as an Office Manager, Administrative Manager, or similar role.
• Proven ability to manage office operations and vendor relationships.
• Strong multitasking abilities and attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• High level of initiative and ability to work independently.
• Strong verbal and written communication skills in both English and Spanish.
• Friendly, approachable, and professional demeanor.
• Excellent interpersonal and organizational skills.

Preferred qualifications

• Proactive and solutions-oriented mindset.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience in supporting HR or administrative functions.
• Demonstrated ability to create and maintain a positive office culture.
• Familiarity with internal communications and documentation tools.
• Strong problem-solving and decision-making capabilities.
• Comfortable working both strategically and operationally within the office environment.

Note

• We kindly request CVs to be submitted in English;

however, if an English version is not available, a Spanish CV is also acceptable. Please note that a proficient level of English is essential for this role.

Americold is an Equal Opportunity Employer committed to diversity and inclusion. We consider all applicants based on their qualifications, regardless of gender, race, disability, age, or any other characteristic."