Back Office Manager

We are currently looking for a Back Office Manager to join the Spanish operations of an international company operating in a dynamic and multicultural environment.

Based in Barcelona, you will be responsible for overseeing, coordinating and optimizing all back-office activities, ensuring efficient administrative, financial, procurement, contract management and office operations.

Reporting to the Head of Service Center, you will act as a key point of contact between internal departments, management, external partners and service providers, while ensuring smooth day-to-day operations and continuous process improvement.

Key Responsibilities Operational Management & Governance

• Lead and manage all back-office operations and administrative processes.
• Ensure the efficient execution of day-to-day administrative activities.
• Establish, monitor and continuously improve processes, procedures and guidelines.
• Ensure compliance with company policies, regulatory requirements and internal controls.
• Manage contract administration, including reviews, approvals, renewals and documentation.
• Support procurement processes, purchase requests and order management for local needs.
• Coordinate relationships with external suppliers and service providers.
• Support budgeting, forecasting and cost control activities.
• Monitor administrative expenditures and identify optimization opportunities.
• Ensure accurate processing of invoices and financial documentation.
• Prepare operational reports and ensure data accuracy, completeness and timely availability.
• Maintain business databases and documentation repositories.

People & Administrative Services

• Coordinate employee onboarding and offboarding processes.
• Support the Head of Services Spain in HR-related activities.
• Manage office administration, facilities coordination and workplace-related services.
• Organize business events, meetings, workshops and management reviews.

Office & Property Management

• Manage and coordinate office facilities and property-related services, ensuring a safe, efficient and professional working environment.
• Act as the primary contact for landlords, facility management providers, building management and external contractors.
• Oversee office leases, service agreements, maintenance contracts and related documentation.
• Coordinate maintenance, repairs, renovations and fit-out projects.
• Ensure compliance with workplace health, safety, environmental and security requirements.
• Manage office space planning, seating arrangements, meeting facilities and workplace utilization.
• Coordinate office access management, badges, keys and visitor administration.
• Oversee procurement and inventory management of office furniture, equipment and workplace supplies.
• Manage office operating budgets and monitor facility-related expenditures.
• Support business continuity measures related to workplace infrastructure and facilities.
• Coordinate relocations, office expansions and workplace improvement initiatives.
• Ensure a high-quality employee workplace experience and support modern workplace concepts, including hybrid work environments.
• Manage mobile contracts and subscriptions.

Process Improvement & Stakeholder Management

• Identify opportunities for process simplification, automation and standardization.
• Lead continuous improvement initiatives within the back-office environment.
• Maintain process documentation and operational standards.
• Collaborate closely with Finance, HR, IT, Legal, Procurement and external service partners.
• Support management with administrative and organizational tasks as required.

Profile

• Commercial or administrative education, or equivalent professional experience.
• At least 5 years of experience in back-office operations, administration, shared services or business support functions.
• Proven experience in contract administration, procurement support and reporting activities.
• Previous experience in an international business environment is an advantage.
• Strong organizational and planning skills.
• Excellent communication and stakeholder management capabilities.
• High level of accuracy and attention to detail.
• Ability to manage multiple priorities simultaneously.

Technical Skills & Languages

• Good knowledge of Microsoft 365 (Excel, PowerPoint, Word, Teams and SharePoint).
• Experience with ERP systems, ideally SAP.
• Knowledge of reporting and data analysis tools is an advantage.
• Fluent in English and Spanish.
• Additional languages are considered an advantage.