Office Manager

This is a great opportunity to join our service operations team and support both employees and clients at the BAA Training office in Barcelona. BAA Training operates internationally, with offices in Vilnius (Lithuania), Barcelona and Lleida (Spain), Paris (France), Ho Chi Minh City (Vietnam) and Delhi and Bangalore (India). Aviation is a fast-paced and truly multicultural environment. If you are proactive, enjoy communicating in English, like meeting people from different cultures, and are curious about aviation, we would be happy to hear from you.

We promise a highly challenging field and wide scope of responsibilities, which will initially cover:
Client & Office Service
Providing high-quality service to internal and external clients, ensuring a consistent and professional customer experience
Acting as the first point of contact for office and client matters, owning and redirecting requests as needed
Handling incoming internal and external enquiries via email and other communication channels
Organizing and coordinating internal events and team activities
Office Operations & Facilities
Coordinating daily office activities to ensure smooth operations and compliance with company policies
Ensuring office facilities, meeting rooms, and common areas (including the kitchen) are operational, clean, and presentable
Owning office premises, conducting regular cleanliness and facility checks, and handling urgent issues
Travel & Supplier Management
Managing business travel arrangements for employees and clients, including booking flights and accommodation
Managing service suppliers, including hotels and travel providers, ensuring cost effective agreements
Administration & Cost Handling
Managing and administering documents through internal systems
Managing office supplies, monitoring stock levels, and placing orders when needed
Managing office and service invoices, including verification and uploading to internal systems
Coordination & Systems
Cooperating with office management teams in Lithuania and France to ensure alignment and continuity
Using company IT systems to support and ensure smooth office management processes
Working according to approved company processes and procedures
Continuous Improvement & Contribution
Participating in daily meetings based on Lean principles
Contributing to short-term and long-term goals in line with company objectives
Performing other duties and responsibilities assigned by the direct manager

We dream about a team member who:
Has at least one year of experience in client service, office management, or administration, in an international environment
Is comfortable with Microsoft Office 365, has experience with document systems or shared inboxes
Uses English confidently at an effective operational level and communicates comfortably in Spanish
Works independently, is self-motivated, and takes ownership of responsibilities
Manages multiple tasks and priorities in a dynamic, international setting
Demonstrates analytical thinking and good time management
Has experience coordinating business travel, including flights and accommodation
Willingly shares knowledge and supports team collaboration
Maintains a respectful, positive, and service-oriented attitude
Is eager to learn and interested in aviation and an international workplace

What we offer you:

A health Insurance package after 3 months working for the Company.
Contribution to your pension fund for seniority
Work from home in compliance with company policy.
Additional holiday days for loyalty after 2 years of work for Company.
A Wellness Day to take care of yourself and a Birthday Day to celebrate.
Mental gym to support your emotional wellbeing from Mindletic.
An entertainment flight with a full flight aviation training simulator.
Contemporary and convenient office space in municipality of Gava in Barcelona.
Convenient parking space at the company campus.
Extensive on boarding plan to ease your integration into the company.
An international and multicultural environment in vibrant industry with plenty of challenges to achieve
Opportunities to grow, if you're motivated to develop your career, we have plenty of real examples to prove it's possible.