Operations Assistant

Operations Assistant (Junior)Job Title: Operations Assistant (Junior)Reports to COO Location: Barcelona, Spain Position Type: Full -TimeAnnual Salary Range: EUR 18,000 - EUR 20,000Job Overview:The Operations Assistant is responsible for providing comprehensive support to the Operations Manager,assisting in the implementation and monitoring of operational processes, and contributing to theimprovement of overall operational efficiency. This role demands a high level of flexibility and resilience andattention to detail, and problem -solving skillsResponsibilities and DutiesCorrespondence ManagementCorrespondence management involves the organized handling, tracking, and processing of all NextLinkCorrespondences . This can include letters, emails, memos, faxes, and other written or electronicmessages. Effective correspondence management is crucial for maintaining good communicationpractices, ensuring timely responses, and keeping records of all interactions. More detailsOffice AdministrationManage and coordinate daily office operations to ensure efficiency and compliance with companypolicies.Supervise the maintenance of office areas and equipment, as well as manage office supplies and placeorders as necessary.Coordinate office space allocation and layout changes as neededEnsure a clean and orderly office environment.Reception DutiesGreet and direct visitors and handle incoming callsManage incoming and outgoing mail and couriers.Support ServicesProvide administrative support to staff and executives, including scheduling meetings and managingcalendarsAssist in the preparation of regularly scheduled reports and presentations.Vendor ManagementLiaise with facility management vendors, including cleaning, catering, and security services.Negotiate contracts with office vendors and service providers.Human Resources SupportAssist with recruitment, onboarding, and training of new staff.Coordinate staff events and team -building activities.Finances SupportAssist with budget preparation and expense management.Identify opportunities for cost savings and efficiency improvementsHealth and Safety Ensure compliance with health and safety regulations. Coordinate health and safety training and emergency procedures.Assets ManagementDevelop and implement an asset management system for tracking the company's physical assets.Conduct regular audits and inventory of office assets to ensure accuracy and compliance.Schedule and oversee regular maintenance and repairs of office equipment to ensure they are inoptimal working condition.Liaise with vendors and service providers for maintenance, repair, and replacement of assets asneeded.Maintain accurate records of asset purchases, disposals, maintenance, and inventory levels.Prepare and present regular reports on asset status, usage, and maintenance to management.Assess and mitigate risks associated with asset management and usage.Travel ArrangementsArrange all aspects of business travel, including flights, accommodations, ground transportation, anditineraries.Work closely with employees to understand their travel preferences and requirements. Negotiate with travel service providers (airlines, hotels, car rental companies) to secure the best ratesand amenities.Maintain relationships with travel agencies and vendors. Ensure all travel arrangements comply with company policies and procedures. Stay informed about travel advisories, visa requirements, and other travel regulations. Monitor travel expenses and strive to reduce costs without compromising quality or convenience.Process and reconcile travel -related invoices and expenses.Provide support and assistance to traveling employees in case of travel disruptions, emergencies, orchanges in plans. Be available to handle urgent travel -related issues outside of standard office hours when necessary.Qualifications:Studies in business administration, operations management, or a related field. Strong analytical skills with an ability to analyze data and prepare operational reports.Excellent organizational and multitasking abilities. Adept at problem -solving and decision -making. Proficient in Microsoft Office Suite and familiarity with operational management software.Excellent communication and interpersonal skills. Ability to work in a fast -paced environment and adapt to changing priorities. Requirements Behavioral CompetenciesCUSTOMER FOCUS – Our customers are at the center of everything we do. PASSION – We are passionate about delivering innovative, high -quality services to our customers andour teams.EMPOWERMENT – We empower our people to make things happen.FLEXIBILITY – We are flexible and adaptable in our ways of thinking and working. We make theimpossible possible.COLLABORATION – We work together with our customers, our partners and in our organization toalways achieve the best results. Together we are stronger.What We Offer:Competitive salary and benefits package. Opportunities for professional development and training on multiple jurisdictions. A supportive and inclusive work environment. Career and opportunities within a rapidly expanding organization.How to Apply:Interested candidates are invited to submit their resume and cover letter outlining their qualifications andexperience to human. -;\/a>. Please include "People and Culture Generalist – Warsaw" in thesubject line.