Office Operations Coordinator

hace 4 semanas


Barcelona, Barcelona, España Docplanner A tiempo completo

About Us

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At Docplanner, we empower patients by providing access to information about doctors and their practices. Our platform has grown significantly over the years, with 90 million patients trusting us every month in 13 countries across Europe and LATAM. We're a team of passionate people who believe that our work matters and makes a difference in the world.

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The Role

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We're seeking an Office Manager to join our Barcelona office. The ideal candidate will be responsible for coordinating events, managing visitor access, streamlining office supplies, negotiating service contracts, facilitating internal communication, supporting new hires, handling external contacts, overseeing shipments and travel, and maintaining office budgets and policies.

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Main Responsibilities

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  • Coordinate and Support Events: Organize and ensure smooth execution of both internal and external events, such as offsite meetings and company-wide gatherings.">
  • Manage Visitor Access: Oversee temporary visitor access and ensure smooth entry, parking, and transport for guests and vendors.">
  • Streamline Office Supplies: Lead partnerships for essential supplies and welcome packs, catering to team needs across departments.">
  • Negotiate Service Contracts: Handle office-related provider contracts and optimize tariffs for cost-effectiveness.">
  • Facilitate Internal Communication: Support efficient communication and document flow within the company.">
  • Support New Hires: Collaborate with People Experience to ensure a smooth onboarding experience for new team members.">
  • Handle External Contacts: Manage incoming communications via phone, mail, and visitor interactions.">
  • Oversee Shipments and Travel: Organize shipments and coordinate domestic and international travel logistics.">
  • Maintain Office Budgets and Policies: Optimize office expenses and ensure up-to-date policies and databases.">
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Requirements

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To succeed in this role, you'll need at least 3 years of relevant experience working as an Office Manager, preferably with international exposure. You should possess ownership and management skills, great prioritization and attention to detail, and excellent cross-team integration skills with different stakeholders. Proficiency in Microsoft Office, especially Excel and Word, is required. Knowledge of tools like Captio, Payhawk, or similar software is a strong plus. Fluency in Spanish is required for daily tasks, while knowledge of English is necessary for communicating with international teams. Polish language skills are also beneficial.

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Logistics

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This role will be based in our Barcelona office, requiring frequent face-to-face interactions with the team. The selection process involves a 30-minute introductory call, a remote interview with our Head of Finance and People Experience, a business exercise, and a final meeting with our internal Office Manager team.

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Salary Range: €35,000 - €45,000 per year



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