Office Manager, HappyScribe
€30-40k
+Equity
2-5 days a week in office
AI-powered transcription and subtitling platform
Job no longer available
AI-powered transcription and subtitling platform
1-20 employees
Job no longer available
€30-40k
+Equity
2-5 days a week in office
1-20 employees
Company mission
To build the #1 Audiovisual Platform by combining AI with trusted language experts to produce high-quality transcriptions, subtitles, and closed captions at speed.
Role
Who you are
- This role could be a great fit if you’ve worked in facility management, hospitality, people operations, event management, operations support, managed your own physical business, or a variety of other settings
- Previous experience in a similar role - 1-2 years of experience in a role that required the same level of organization, communication and attention to detail
- Attention to detail – You’ll double-check everything, from contracts to inventory lists, in order to keep things up to date and compliant
- Organizational skills – Planner is your middle name. That one person who brings check lists to trips, books accommodation early, and plans out places to visit well in advance - that’s you! You’re Leslie Knope of office management
- Accountability – You are dependable, follow through on commitments, take ownership of your tasks, and ensure that things get done with a lot of care
- Problem-solving skills – You’re not a task-doer. You’re a pragmatic, critical thinker who uses good judgment to make decisions and find solutions
- A passion for people – You love creating a space where people feel happy and comfortable, going the extra mile to make the work environment feel special
- Communication skills – You’re fluent in English, our official language, and Spanish – our service providers are mostly Spanish and Catalan speakers
- Time management – You know how to balance tasks and adjust as needed to accommodate shifting priorities
What the job involves
- As our Office Manager, you’ll be the heart of our HQ—the go-to person for everything office-related
- You’ll keep our space organized and welcoming, making it feel like a second home
- You’ll be part of our People team and support various teams and individuals across the office
- Front Desk : Be the face of the office—greet visitors, answer the door, receive deliveries, and handle packages
- Manage building maintenance and coordinate with service providers for cleaning, pool, AC, heating, etc. Research and onboard new providers as needed
- Manage the annual maintenance schedule
- Handle building insurance and claims
- Maintain a well- organised records for contracts and invoices related to our service providers
- Keep our office well-stocked with coffee, groceries, cleaning products, stationery, etc
- Manage office equipment and maintain an updated inventory
- Health & Safety: Oversee our H&S plan by coordinating with our provider and ensuring all protocols are in place
- Keep our office space clean, organized, and welcoming—a place where people feel comfortable and at home
- Support our All-hands meetings by ensuring all equipment runs smoothly and creating a special, engaging atmosphere
- Coordinate biweekly catered team lunches
- Welcome candidates, show them around, and guide them to their interviews
- Respond to employee requests in our help-desk Slack channel, assisting with everyday needs
- Organize gifts for team members to celebrate new joiners, birthdays, anniversaries, and other occasions
- Support business travel by booking transportation, accommodations, conference passes, etc
- Organize welcome breakfast for new employees and their teams
- Prepare workstations and goody bags for new employees and give office tours with friendly introductions to office guidelines
- Schedule company onboarding sessions
- Help organize internal and external events like quarterly Talent Dinners, meet-ups, and parties. 🪩
- Assist with logistics and planning for our annual team-building event where we fly everyone out to a secret location for a week of fun activities and collaboration
Application process
- Step 1 - Application form. We expect a high volume of applications for this role, so we will ask you to record a video and answer a few questions to help us decide if you’re the right fit for this position. The better you present your skills and experience, the higher your chances of moving to the next interview round. Take your time with your application, and feel free to get creative!
- Step 2 - Screening. 30-minute video call with one of our recruiters, to dive deeper into your skillset
- Step 3 - Technical Interview. 60-90 minutes. Interview with Mili and André, focused on relevant competencies, and addressing realistic or fictional scenarios
- Step 4 - Take-home task. We would like to see your skills at hand in a mini real-life challenge
- Step 5 - Value-fit interview. 45 minutes with our co-founder, Marc, and one other person from our team, to get to know you better as a person, understand your values, how you collaborate, think, and make decisions, and what makes you tick
- In addition to the value-fit interview, we might ask you to have lunch with the team, or an informal coffee chat with a few team members to help you get to know our team better and decide if we are the right fit for you!
Our take
Transcription and subtitling services are required in many different industries to support today’s international business landscape, and whilst this sounds simple, it is often difficult to find an effective solution. Whilst there are many transcription and subtitling services online, they are usually expensive when accurate, inaccurate when cheap, and lack the tools that companies need to apply them effectively.
Happy Scribe provides an AI-driven transcription and subtitling service online, allowing users to translate its automated services across over 60 languages, integrate and apply it through an interactive editing tool, and integrate it with APIs such as YouTube's closed captions. The company claims its automated AI-driven solution is up to 85% accurate, but users can pay for human-interrupted services to reach 99%+ accuracy.
Whilst Happy Scribe will inevitably face competition from existing transcription solutions, the company still shows a cutting edge by providing an end-to-end online workflow and deployment toolkit. Furthermore, by employing a workforce of translators and language experts, the company’s human-interrupted AI transcription solution goes beyond the language capabilities of existing services.
Kirsty
Company Specialist at Welcome to the Jungle
Insights
36% employee growth in 12 months
Company
Company benefits
- ✨ Have an impact on millions of people — Change how users and language professionals make transcriptions, translations and subtitles
- 👫 Work with a small team of bright people — When we talk with most people, they have a hard time understanding how we got so far with so few people
- 🤝 A company culture built on trust, autonomy, and independence
- 🛫 Infinite runway, no investment pressure — We are 100% bootstrapped and profitable. Every penny spent comes from happy customers who are paying for a product they value. Many tech companies are laying off staff because they grew too fast and need funding to survive. We prioritised profitability and sustainable growth, and are not impacted by funding shortage
- 🍽️ We're remote-first, office-encouraged — We work asynchronously and with high trust, but value in-person collaboration for creativity and speed.
- ⏱️ Flexible working hours — Work on the schedule that makes you the most happy and productive
- 🏰 Beautiful office in Gràcia — One of the best areas in Barcelona. Our offices are much more than just a place to work. We like to see them alive 24/7, filled with friends and creative activities. Want to organise a community event, a breakfast with other designers, developers, etc.? The place is yours
- 🌏 International, English-only speaking environment — We're building an international team and want to create an inclusive environment where anyone can join any conversation at any time, even if it’s just kitchen talk. That's why you'll find Italian, French or Catalan people talking in English to each other
- 📈 Equity — By joining the company when the team is so small, you’re helping us set the foundations of our future success. We're asking you to come on an adventure, so if we find a treasure, we want you to get a piece
- 🏖️ 30 days vacation time — To relax and recharge your batteries whenever you need to
- 💻 The hardware that you need to be most productive.
- 🍏 Private Health Insurance — We have partnered with Alan to best take care of our team both in Barcelona and while they’re on the road, covering half of the full price of the medical coverage
- 💳 Monthly savings — Use part of your gross salary for meals, public transport, or nursery services through Cobee and enjoy income tax savings on everyday expenses
Company HQ
Vila de Gràcia, Barcelona, Spain
Leadership
André Bastié
(Co-Founder & CEO)Received a Master of Science in Electronic Commerce from Dublin City University in 2017. Experience as Sales Consultant for Intuit.
Marc Assens Reina
(Co-Founder & CTO)Former Research Intern at Dublin City University, worked in Challenge Based Innovation at CERN, and was a Software Engineer Intern at elBulliFoundation.
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