HR Assistant

**Who we are**

Aizon is an AI software provider that transforms manufacturing operations using advanced analytics, artificial intelligence, and other smart factory technologies.
**Our mission is to improve global health in order to change patients’ lives**. We aim to do that by optimizing the way medicines are manufactured so that pharma and biotech companies can provide patients worldwide with the right medicine at the right time and at the right price. We are based in thriving San Francisco and sunny Barcelona, with customers and partners spanning the globe.

We are looking for new team members who share our values: trust, customer-centricity, innovation, integrity, collaboration, and passion.

We are embarking on an important journey, working to contribute to something impactful and new in the Life Sciences industry

**The Position**

Office Manager

Reporting to the Director of People and Organizational Development in our Barcelona office. We are looking for a dynamic and autonomous HR Assistant & Office Manager ready to manage our HR Operations and office proactively and professionally. Duties will involve greeting visitors, answering incoming phone calls, purchasing office supplies, taking proper inventory, managing business trips, and supervising our office staff to ensure maximum comfort and support the People Operations function.

**Responsibilities**

**Administrative support**

Support the People Operations and Finance Department for administrative tasks

Review and coordinate invoices payments and employees expenses with the Finance Department

Manage our company credit cards expenses

Coordinate offices’ activities to ensure maximum efficiency: help teams with booking travels, accommodation, etc., using TravelPerk.

Organize and maintain paper or electronic documentation

**Workplace coordination**

Ensure that the Barcelona office is a well-kept space with an inspiring working atmosphere

Responsible for the facility’s day-to-day operations (such as distributing access keys and back-up to security access cards, etc.)

Reception, greeting and supporting of visitors.

Preparation and receipt of parcels services

Screening calls and taking messages when necessary

Maintain a safe and secure working environment

Coordinate and control Covid-19 measures accomplishment and maximum capacity in the office

Supervision the cleaning service and the state maintenance of the office

Purchasing office supplies, consumables, equipment and maintaining proper stock levels

Manage contract and price negotiations with office vendors, and service providers

Purchase, order, and stock office snacks/beverage

Meeting room preparation

Cater for the office and for events including meetings, and partner events (prepare coffee, order food for kitchen/meetings/conferences/managers when needed)

**Employee Engagement & HR**

As part of the People Operations Team, act as an important vector of company values and culture.

Own the organization of a large number of employee activities

Contribute to the organization of the annual company events

Organize celebrations for staff (public holidays, etc.)

Onboarding assistance for new employees, including office tours, equipment, welcome package delivery, etc.

Keep track of employee and company equipment with the support of the IT team.

Take care of IT issues when they arise (mostly by sending equipment to external providers)

Ensure all equipment is maintained and is in good working condition, and liaise with the IT team for any IT equipment issues or queries

**Knowledge and Experience**

At least 2 years of experience as office management, administrative, or assistant in a Tech company or fast-paced environment

At least 1 year of experience in human resources

Strong knowledge of Google Drive tools (mail, spreadsheets, docs, calendar, etc.)

Knowledge of Travelperk and Factorial (or similar platforms) would be a great addition

**Skills**

Advanced English and Spanish speaker, reader, and writer

Excellent communication and interpersonal skills

Must have exceptional attention to detail

Strong organizational and time management skills and ability to prioritize and plan in a fast-paced environment

Strong problem-solving skills and analytical abilities

Able to quickly learn new tools and technologies; act with a startup mindset: have urgency, grit, be adaptable to change, and be a team player.

Leadership, initiative, flexibility, and professional commitment.

**What We Offer**

Unique opportunity to join our company as it scales with excellent market traction and huge potential to grow globally

Competitive salary in the sector (according to your experience/skills)

Professional development and collaborative environment

Flexible schedule

Working hours will be from 9 to 6, with the flexibility to adapt to the business needs

Excellent office location in the Barcelona city center

Competitive healthcare plans and benefits

Equity, bonuses, and generous stock