Office Manager & Administrative Coordinator

We are looking for a proactive and hands-on  Office Manager  to be the operational backbone of our dynamic international office.
This is more than an office role — you will play a key part in shaping a well-organized, welcoming and high-performing workplace. You will combine day-to-day office operations with cross-functional administrative coordination across HR and Finance, ensuring that our teams can focus on what they do best.
If you enjoy ownership, problem-solving and creating structure in fast-paced environments, this role is for you.

Your Impact
As Office Manager, you will:
Ensure the office runs seamlessly, efficiently and professionally
Act as the central point of contact for all operational matters
Create a workplace environment that supports productivity and collaboration
Bring structure and improvement to internal processes
Support key business functions through reliable administrative coordination

Key Responsibilities
Office & Facilities Management
Oversee daily office operations and ensure smooth functioning
Manage facilities, supplies and equipment to guarantee operational continuity
Coordinate external providers (cleaning, maintenance, IT, utilities, catering, etc.)
Handle purchasing of office materials, pantry supplies and general logistics
Monitor service quality and vendor performance

Administrative & Operational Coordination
Support HR and Finance with purchase requests, invoice tracking and vendor follow-ups
Maintain documentation and ensure alignment with internal processes
Coordinate onboarding logistics (workspace setup, welcome preparation, access management)
Organize travel arrangements, hotels, restaurants and visitor logistics
Coordinate meeting rooms, internal events and company gatherings

Process & Experience Improvement
Identify opportunities to optimize office procedures and workflows
Improve internal organization and administrative efficiency
Contribute to creating a positive and professional employee experience

What We’re Looking For
2–4 years of experience in Office Management or similar administrative roles
Strong organizational and prioritization skills
Ability to manage multiple operational tasks simultaneously
Service-oriented mindset with strong communication skills
Proactive, reliable and comfortable working independently
High level of discretion and attention to detail
Experience working with suppliers and external service providers
Professional English (B2+);
Spanish is a plus
Good command of MS Office and digital collaboration tools

Why Join Us?
International and collaborative work environment
High level of ownership and autonomy
Exposure to HR and Finance operations
Opportunity to shape office culture and processes
Stable and visible role with cross-functional impact