Office Coordinator (Part-Time)

The Workplace Services Coordinator is responsible for delivering outstanding service-oriented support to our Madrid office. You will have a varied remit working across a number of areas and in conjunction with employees, visitors and clients to ensure the efficient coordination of office operations. Please submit your CV in English. Office Management Responsible for the day-to-day operations of the Madrid office to ensure the office runs smoothly and efficiently First point of contact for employees, liaising with IT, Finance, HR and other internal teams as required Act as the key point of contact for office-related vendors, maintaining all relevant documentation and processing payments when required, ensuring adherence to Finance processes Create and manage a positive working relationship with the building management team, promptly addressing any issues to ensure a comfortable working environment Monitor and manage access cards for employees, in line with building policies Work with ETS (IT) to ensure laptops, desk equipment and mobile phones are working effectively Support the onboarding of new starters, assist with leavers and movers including office set-up and orientation Support lease management for the office, tracking key deadlines and connecting all decision makers Work closely with our third-party Health and Safety service provider to ensure compliance with Spanish occupational risk legislation Maintain a clean and safe environment in line with company policies and business objectives Support company environmental initiatives by tracking and recording required information for the Madrid office, such as Green House Gas emissions and Plastic Free Month Collaborate with the Global Workplace Services team to share best practices and contribute to improved processes across office operations Meeting and Event Management Work with the Madrid Social and Wellbeing Committee to plan internal employee events, such as the annual party, office dinners or Lunch and Learns. Tracking attendance and budget, in line with global Workplace Services directives Support visiting employees and Executive staff, by arranging office access and local travel arrangements, if required Coordinate internal and external events, managing logistics and ensuring smooth execution Oversee the provision of catering services for meetings and events ensuring quality and timely delivery. Administration Write and distribute relevant and concise communications to employees, as required. Maintain content on the intranet and other internal documentation on the Madrid office. Conduct general administration and ad-hoc tasks as required, to support local Business Leaders, including accurately filing company documents and maintaining various records. Requirements Fluency in Spanish and English – written and spoken Organised and diligent, with good time management skills Flexible, able to adapt and manage change Strong communicator, using a…