Office Coordinator

hace 1 semana


Barcelona, Barcelona, España Happy Scribe Ltd A tiempo completo

We are seeking an Organizational Expert to join our team at Happy Scribe Ltd in Barcelona. As an Office Manager, you will be the heart of our HQ - the go-to person for everything office-related.

About the Role

This is a hybrid role, based in Barcelona. We aim to spend about 80% of our time collaborating in person. You'll keep our space organized and welcoming, making it feel like a second home. You'll be part of our People team and support various teams and individuals across the office.

Your Responsibilities

  • Front Desk: Be the face of the office - greet visitors, answer the door, receive deliveries, and handle packages.
  • Facility Management: Manage building maintenance and coordinate with service providers for cleaning, pool, AC, heating, etc. Research and onboard new providers as needed. Manage the annual maintenance schedule. Handle building insurance and claims. Maintain a well-organized record for contracts and invoices related to our service providers.
  • Office Supplies & Equipment: Keep our office well-stocked with coffee, groceries, cleaning products, stationery, etc. Manage office equipment and maintain an updated inventory.
  • Health & Safety: Oversee our H&S plan by coordinating with our provider and ensuring all protocols are in place.
  • General Organization & Office Atmosphere: Keep our office space clean, organized, and welcoming - a place where people feel comfortable and at home. Support our All-hands meetings by ensuring all equipment runs smoothly and creating a special, engaging atmosphere. Coordinate biweekly catered team lunches. Welcome candidates, show them around, and guide them to their interviews.
  • Employee Support: Respond to employee requests in our help-desk Slack channel, assisting with everyday needs. Organize gifts for team members to celebrate new joiners, birthdays, anniversaries, and other occasions. Support business travel by booking transportation, accommodations, conference passes, etc.
  • Onboarding Support: Organize welcome breakfast for new employees and their teams. Prepare workstations and goody bags for new employees and give office tours with friendly introductions to office guidelines. Schedule company onboarding sessions.


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