Office Manager, Fast Track Solutions

• We think that the right candidate for the role is genuinely interested in the wellbeing of others, and understands how the workplace impacts an individual’s physical and mental health (mental health = psychological, social and emotional wellbeing)
• We also think the right person is efficient, detail-oriented, highly organised, adaptable and flexible and can create the right structure for dynamic environments, and is motivated to improve company procedures and the day-to-day operation of the office
• Must have relevant Office Management experience
• Experience and ability to work well in a fast-paced environment
• High sense of responsibility and ownership
• Highly organised, detail-oriented, solution-oriented
• Ability to work independently and as part of a team
• Ability to prioritise between conflicting tasks
• Excellent writing and verbal communication skills in both English and Spanish
• Tech-savvy: Has the necessary technical skills and experience to perform the role. Well-informed about modern technology, have a curiosity and understanding to stay agile, and is open to new technological and disruptive developments and advancements

Desirable

• We are looking for an extremely passionate Office Manager to join our dynamic team onsite in our Barcelona Office!
• As an Office Manager at Fast Track you will be driving office initiatives to create a world-class work environment for all employees and guests in our office in Barcelona
• The Office Manager’s key objective is to create an engaging, safe, and productive work environment for high-performance teams and individuals
• The Office Manager will collaborate closely with the HR team and the Office Manager in our Malta Office to ensure alignment of standards and practices
• Visitor Management: Ensure all employees and office visitors are greeted and welcomed, ensuring a professional and warm reception experience
• Office Management & Supplier Coordination: Be the primary contact for all office-related activities, managing suppliers for cleaning, catering, maintenance, and security. Oversee office access and security systems and ensure efficient contract and price negotiations with suppliers, service providers, and landlords. Execute and oversee the implementation of recycling initiatives and sustainable practices in the office. Support the smooth operation of the office including occasional pick-ups/drop-offs
• Facilities & Health & Safety: Ensure the office complies with health and safety regulations, conducting welcome meetings for new starters covering essential topics like fire safety and first aid. Maintain relationships with third-party service providers, ensuring high service levels and measuring performance
• Cleaning & Maintenance Oversight: Manage the cleaning services, ensuring the office remains exceptionally clean, well-maintained, and operational
• Office Projects & Space Planning: Take ownership of office-related projects in Spain, such as infrastructure planning or office moves. Support HR in establishing office standards across different locations
• Event Coordination: Support the planning and execution of internal events, from after-work gatherings to wellbeing initiatives, and organise employee activities like gifting and catering for special occasions
• Inventory & Asset Management: Manage the office’s inventory including IT equipment, ordering supplies and equipment as needed, and overseeing the maintenance of office equipment for uninterrupted operation
• IT and Equipment Support: Conduct yearly equipment audits. Handle equipment formatting and repairs and create a plan for resolution. Set up second-hand laptops. Collaborate closely with the Tech team to support with WIFI network management, IT issues relating to the office, hardware and devices such as Google meetings and LED and AV systems
• Office Budgeting & Policies: Update and maintain office budgets, policies, and tracking to ensure all processes align with company standards and financial goals
• Support for Employee Experience: Assist HR with tasks such as relocation, onboarding, and workspace setup for new employees, and coordinate employee breakfast benefits
• Ad-hoc Administrative Support: Handle general administrative tasks, including scheduling meetings, organising business travel, shipping packages, and updating contact databases