Office Manager

Hello We're Happy Scribe, a 100% bootstrapped and profitable startup based in Barcelona.Happy Scribe is an Audiovisual Language Platform, enabling media brands, traditional language service providers and corporates around the world to scale their audiovisual language needs with ease. By combining language experts with state of the art AI, Happy Scribe helps teams securely manage contributors, streamline collaboration, and produce high-quality transcriptions, subtitles, and closed captions at speed.Our team of 40+ people is growing. We're scaling the team thoughtfully and with a lot of care. How would you like to join us on this journey?About the role…This is a hybrid role, based in Barcelona. Happy Scribe is office-first, remote-friendly. In other words, we aim to spend about 80% of our time collaborating in person.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.What you will do…Front Desk: Be the face of the office—greet visitors, answer the door, receive deliveries, and handle packages.Facility ManagementManage 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-organized record for contracts and invoices related to our service providers.Office Supplies & EquipmentKeep 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.General Organization & Office AtmosphereKeep 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.Employee SupportRespond 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.Onboarding SupportOrganize 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.Event ManagementHelp 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.What you will bring…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.What we would like to see: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.If this sounds like you, we'd love to chat!Interview ProcessStep 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.What we offer…Competitive salary – the salary for this role will be in the following range, depending on your previous experience and skills: €30.000-40.000.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.€1,000 per year travel bonus – We live in a distributed world where most people have friends and family spread around the globe. We don't want finances or distances to get in the way of spending time with the people you care about. This perk will help you stay closer to them.Mental health support – We have partnered with Oliva to offer you the best mental health support, from day 1. You can access 1-1 online therapy as often as you need to and it's 100% confidential.30 days per year vacation time – To relax and recharge your batteries whenever you need to.The hardware that you need to be most productive.Learning budget – 1 book per month, e-learning platforms, conferences or courses of your choice.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.Company CultureHave 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. Looking atthis, we're close in ARR to a typical Series B company, but our ARR per employee is 10x the industry average.A unique company culture built on trust, autonomy, and independence.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 prioritized profitability and sustainable growth, and are not impacted by funding shortage.In-Person culture – We believe nothing beats the magic of great people working together in person, in and outside of working hours. We work together, and spend time together: expect laughter-filled conversations over shared meals. The rule of thumb is 80/20 (80% in the office and 20% where you want); you have flexibility to work from abroad or at home when needed.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 organize a community event, a breakfast with other designers, developers, etc.? The place is yours.Take a sneak peek here.Team retreats – So far we've been to Paris, Mallorca, the Pyrenees, Aran Islands, Dublin, Denmark, and Sweden, where we had a small island to ourselves!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.
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