Office Manager

We are searching for a kind and people oriented Office Manager to join our Spearhead Studios team in Marbella!

 

You will be part of a friendly team of 20 people working on a hybrid model both from home and from the office. We are looking for a new colleague that can gradually take on more HR responsibilities and has initiative in implementing new projects for employee well-being and office organization.

 

Responsibilities:

  • Manages the front office area: answering phones, assisting clients when visiting the office and other related tasks;
  • Handles correspondence: registration of incoming and outgoing mail, ordering courier services, distributing mail to different departments;
  • Coordinates office activities: booking and following up service providers for maintenance of the premises and delivery of supplies: catering, stationery, cleaning services, repairs;
  • Assists with organizing company events;
  • Manages office refurbishments, repairs, moves;
  • Handles Travelling arrangements: booking flight tickets & hotels according with the Group Travel Policy;
  • Keeps a strict and real time record of all expenses for the office: petty cash report and invoices and receipts upload in our expense system;
  • Keeps a strict record of all contracts and addendums with partners and suppliers (including lease);
  • Liaises with the group Infrastructure team with regards to IT&C purchases, maintenance and distribution;
  • Ensures that all is prepared for any newcomers to the company;
  • Ensures that all office requirements are kept up to the necessary Health and Safety, and Cleanliness standards;
  • Can act as a liaison with local Payroll and benefits providers;
  • Can handle confidential information such as contracts. Addendums, termination papers;
  • Can assist with recruitment efforts;
  • Maintains communication and records of employee benefits: catering, medical insurance, gym membership; mandatory health checks;
  • Coordinates the visa obtaining process, if the case;
  • Draws up monthly/ occasional personnel reports for the HR & Finance;
  • Maintains HR records by tracking new hires, transfers, terminations, changes in job classifications;
  • Takes care of employee workplace safety;
  • Insures communication and keeps everyone involved informed with regards to different ongoing projects;
  • Has impeccable professional ethics standards with regards to keeping sensitive information confidential;
  • Builds and maintains a positive professional relationship with colleagues and partners (suppliers, clients, etc);
  • Various ad hoc requests

 

Requirements:

  • 1-3 years experience in office management and administration;
  • Knowledge of Microsoft Office (Word and Excel);
  • Good written and oral communication in English;
  • Good Spanish speaking;
  • Basic accounting knowledge would be considered an asset;
  • Able to work in a team and independently;
  • Professional behavior with a positive ‘can do’ attitude;
  • Punctual and dependable;
  • Clear communicator and an active listener;
  • Pro-active and able to take decisions under pressure;
  • Willing to learn and improve the current knowledge.

 

Perks & Benefits:

  • Private medical insurance
  • Flexible working arrangements
  • Internal and external training
  • Company gifts and parties.
Apply with resume

HR team will never use any personal information it receives from you for any purpose beyond recruitment, employment or reference checks, and strongly believes in the importance of keeping the personal information private.