Office Manager

Office Manager - part-time: 4 days pw

Department: Office & Operations Management

Employment Type: Permanent

Location: Madrid

Description

Location: Madrid, Spain. Work Model: Onsite. Part-time (32 hrs / 4 days pw). Employment Type: Part-time.

About osapiens
At osapiens, more than 550 talented minds unite around one mission: enabling sustainable growth for businesses worldwide. Founded in 2018 and headquartered in Mannheim, Germany, we have built the AI-driven osapiens HUB - a multi-tenant platform hosting 26 enterprise-grade solutions designed for cross-company collaboration, automation, and compliance. With offices across Europe and the US, we are shaping the future of scalable and secure business technology.

The Role
As the Office Manager , you will be the central point of contact for the Madrid office, ensuring day-to-day operations run smoothly and efficiently. You will create a welcoming and productive work environment, manage office services and vendors, support local employee events, and work closely with regional and international teams to maintain high workplace standards.

This is a part-time role (4 days per week onsite) , where you would collaborate closely with our current (part-time) Office Manager.

This role requires a hands‑on, service-oriented professional who thrives in a dynamic, fast‑growing international environment and enjoys balancing operational excellence with employee engagement.

Your Responsibilities

Office Operations & Facilities Management

• Oversee the daily operations of the Madrid office.
• Ensure the office environment is professional, organized, and fully operational at all times.
• Coordinate office maintenance, repairs, cleaning services, and facility-related issues.
• Manage office supplies (including food & drink), equipment, inventory, and vendor relationships.

Workplace Experience

• Create a positive and welcoming environment for employees and visitors.
• Coordinate office events as well as local events (partnering with the Marketing team) as well as team gatherings, celebrations, and employee engagement activities.
• Ensure meeting rooms, collaboration spaces, and common areas are maintained to a high standard.
• Coordinating high‑profile visits (i.e. ensuring any preparation needed is done, rooms booked, catering prepared as necessary).
• Coordinating office tours e.g. new joiners after onboarding.

Administrative Support

• Handle general office administration and correspondence.
• Assist with invoice processing, purchase orders, and office‑related budget tracking.
• Maintain office records, contracts, and documentation.

Health, Safety & Compliance

• Support compliance with local workplace regulations and health & safety requirements.
• Coordinate emergency procedures and maintain workplace safety documentation.
• Partner with People and Finance teams on local administrative requirements.

Your Experience

• 3+ years of experience in Office Management, Workplace Operations, Facilities Coordination, Executive Support, or a similar role.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent interpersonal and communication skills.
• Ability to work independently and proactively solve problems.
• Experience managing external vendors and service providers.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Fluency in Spanish and English, both written and spoken.

Nice to have:

• Experience working in an international or fast-growing technology company.
• Familiarity with office budgeting and invoice management.
• Experience supporting employee engagement and workplace events.
• Knowledge of workplace health and safety requirements.

Join us for this and more...

• A purpose-driven mission with and for global industry pioneers in tackling complex challenges.
• Room for creativity through collaborative teamwork and an open communication culture.
• Fuel for your growth journey, both personally and professionally.
• Sustainable mobility options, promoting eco-friendly commuting solutions.
• Fun team events and outings with our global teams.
• Inspiring workspaces in Mannheim, Madrid and beyond.