Workplace Manager

Who we are Helsing is a defence AI company. Our mission is to protect our democracies. We aim to achieve technological leadership, so that open societies can continue to make sovereign decisions and control their ethical standards.

As democracies, we believe we have a special responsibility to be thoughtful about the development and deployment of powerful technologies like AI. We take this responsibility seriously.

We are an ambitious and committed team of engineers, AI specialists and customer-facing programme managers. We are looking for mission-driven people to join our European teams – and apply their skills to solve the most complex and impactful problems. We embrace an open and transparent culture that welcomes healthy debates on the use of technology in defence, its benefits, and its ethical implications.

The role As Workplace Manager in Barcelona, you will be responsible for the day-to-day operations of our local office, ensuring it runs smoothly, safely, and to a high standard. Working closely with local leadership and global workplace teams, you will coordinate external vendors, manage facilities, and deliver an inclusive, welcoming environment where people can do their best work. You will be the operational backbone of the Barcelona office, the person employees and visitors rely on to keep everything running well.

The day-to-day

Coordinate and oversee all local vendors and suppliers , including cleaning, catering, security, and maintenance, holding partners accountable to agreed SLAs and ensuring consistent quality of service

Manage day-to-day facilities operations , including troubleshooting facility issues, maintaining safety standards, and ensuring the office is a functional, welcoming environment at all times

Support health, safety, and compliance requirements

under Spanish occupational health and safety regulations (PRL/LPRL), coordinating risk assessments, emergency procedures, and liaison with local safety representatives

Track and report on the Barcelona workplace budget , processing invoices, monitoring spend against agreed allocations, and flagging variances to the relevant stakeholders

Coordinate local workplace events and cultural moments , including team breakfasts, after-work socials, and local celebrations, working alongside HR and local leadership to deliver a consistent, positive employee experience

You should apply if you

Have operated with

full ownership

of a workplace or office environment, managing vendors, suppliers, and facilities to a consistently high standard

Have hands‑on experience

negotiating and administering

service contracts and holding external partners to agreed performance standards

Are

fluent in Spanish and English

(written and verbal) and have working knowledge of Spanish workplace regulations, including PRL/LPRL

Are

well‑organised, detail‑oriented , and comfortable managing competing priorities across both operational tasks and employee‑facing responsibilities

Handle sensitive information with

discretion

and build

trusted relationships

with both employees and external partners

Note: We operate in an industry where women, as well as other minority groups, are systematically under‑represented. We encourage you to apply even if you don’t meet all the listed qualifications; ability and impact cannot be summarised in a few bullet points.

Nice to Have

Professional proficiency in Catalan

and an existing network of trusted vendors, service providers, or real estate contacts in Barcelona

Practical experience

supporting an office move, refurbishment, or build‑out from planning through to completion

Join Helsing and work with world‑leading experts in their fields

Helsing’s work is important. You’ll be directly contributing to the protection of democratic countries while balancing both ethical and geopolitical concerns

The work is unique. We operate in a domain that has highly unusual technical requirements and constraints, and where robustness, safety, and ethical considerations are vital. You will face unique Engineering and AI challenges that make a meaningful impact in the world

Our work frequently takes us right up to the state of the art in technical innovation, be it reinforcement learning, distributed systems, generative AI, or deployment infrastructure. The defence industry is entering the most exciting phase of the technological development curve. Advances in our field of world are not incremental: Helsing is part of, and often leading, historic leaps forward

In our domain, success is a matter of order‑of‑magnitude improvements and novel capabilities. This means we take bets, aim high, and focus on big opportunities. Despite