We are looking for an Office Manager who will join our dynamic office and support us in various topics like reception, facilities, etc.
There are career possibilities, and the Office Manager will also have event organization responsibilities and work cross-functionally.
The ideal profile is a junior professional fluent in English, with some experience in facilities or a similar role.
The position will be office based in our Madrid offices.
Essential Duties and ResponsibilitiesResponsible for the day-to-day smooth running of the office reception and performing various administration support tasks including support for the Leadership team.Reception/Office AdminReception duties, greeting clients and visitors as required, handling reception phone line, booking taxis, etc.Coordinate and maintain office common areas including monitoring and maintaining adequate stationary/kitchen supplies.Central contact point for any office queries, issues, or requests.Handling all incoming and outgoing mail and courier parcels.Order catering and lunches as required.Ensuring all employees keep the office to a good standard of cleanliness & tidiness.Coordinating the meeting rooms including calendar booking system.Working with our partner travel agent to coordinate travel bookings both in Madrid and other venues for training or congress events.Process invoices for payment.Support and coordination of office events and internal training courses.Manage office P-card.Supporting other functions as required on projects or tasks.Preparation of all printed materials/folders for all training courses.Working with our external partners in preparing and shipment of training materials.Point of contact for ticket restaurant coordination and control.Co-ordination (and some organization) of the Dexcom social calendar for office events.Executive Admin SupportProvide EA support for the Country Director and other members of the Leadership team as required.Managing expenses.Organising and communicating the 'all employee' country communications/meetings.Scheduling and organizing Leadership team meetings.Diary management tasks.FacilitiesLiaise with external contractors as required for office related issues.Prepare for all new starts e.g.
access cards and desk equipment.Point of contact for Facilities team.Support the space planning team: Weekly updates and making real-time updates to the visual planner.Appointed office safety officer.Fire marshal, office aider, organise office safety meetings, work with Global Health and Safety team.Order Ergonomic equipment when requested and approved.Office first aider.Sales Support Related TasksPoint of contact with travel agency.Point of contact for Fleet Management.Point of contact for IT.Required QualificationsExcellent interpersonal skills and verbal/written communication.Well organised and good time management.High level of confidentiality, integrity and reliability.Fluent in English.Professional and self-motivated.High attention to detail.Ability to multi-task.Resourceful, works on own initiative with minimal supervision.Experience and Education RequirementsHighly experienced Office Administrator.Qualification in a related field i.e.
events management, office management.Travel Required0 - 10%
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