Office Manager

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** Who we are
** We are on a mission to make all science open, enabling the research community to develop thesolutions we all need to live healthy lives on ahealthy planet. Frontiers is one of the world’s largest and most impactful research publishers, dedicated to making peer-reviewed, quality-certified science openly accessible. Our articles have been viewed 4 billion times, reflecting the power of research that is open for all.  

Follow the links below to learn more about our work.  ## #
** What we can offer you**# At Frontiers, our working model for new roles includes a balanced approach that fosters collaboration through regular engagement at our office hubs in key locations. While we value flexibility, we also believe that shared in-person time strengthens team culture, trust, and productivity.

We provide a range of benefits across our global locations, including but not limited to:
* 4 additional wellbeing days in addition to existing annual leave allowance
* Access to learning platforms and dedicated learning & development time
* A range of wellbeing initiatives, including free online yoga classes and an employee assistance plan
* Employees can dedicate three days each year to volunteer
* Additional benefits depending on your location (e.g. pension plan and private medical care)
** The role
** We’re looking for a proactive and highly organized Office Manager to oversee the smooth daily running of our Madrid hub and ensure a professional, safe, and welcoming environment for all employees and visitors.  As the primary onsite point of contact, you will manage facilities, vendors, workplace standards, onboarding, and day-to-day employee support; ensuring the hub reflects our culture, brand, and ways of working.

This role is essential to creating a reliable, efficient, and positive environment that enables teams to collaborate, focus, and do their best work.

We are looking for an organized, people-focused professional who enjoys creating order, solving problems, and helping others. Office Manager takes ownership, communicates clearly, and thrives in a role where they are the go-to person for keeping everything running smoothly. A perfect candidate values a strong workplace culture and takes pride in creating a high-quality, consistent employee experience.
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* What you will do:

*** Oversee the daily operation of the Madrid office, ensuring the workspace is clean, functional, safe, and well-equipped.
* Act as the primary onsite contact for building management, coworking providers, cleaners, maintenance teams, and contractors.
* Manage access control, visitor processes, and deliveries.
* Work closely with the Head of Events and Workplaces to coordinate maintenance, repairs, and workspace improvements.
* Manage office supplies, furniture, equipment, and inventories, ensuring cost-effective procurement.
* Support onboarding and offboarding, including workspace set-up, equipment provisioning, and office orientation.
* Collaborate with IT to address office technology needs and maintain hardware inventories.
* Maintain and communicate local office procedures, workplace guidelines, and health & safety requirements.
* Support health & safety administration, including incident reporting, drills, and compliance documentation.
* Track vendor performance, budgets, invoices, and contracts, ensuring service quality and value for money.
* Provide friendly, responsive onsite support for employees’ day-to-day needs and workspace requests.
* Assist with onsite meetings, workshops, leadership visits, and small office celebrations (set-up, catering coordination, materials).
* Support local initiatives linked to the Events & Workplaces portfolio, contributing to a positive workplace culture.
** Requirements:
*** 3+ years of experience in office management, facilities coordination, hospitality, or administrative operations.
* Excellent organizational skills and strong attention to detail.
* Confidence managing multiple projects, stakeholders, and suppliers simultaneously.
* Clear and professional communication skills (written and verbal).
* A proactive, problem-solving mindset and ability to adapt when plans change.
* Experience with…