Operations & Administrative Assistant; Part time

Boundless Life is redefining the way families live, work, and learn by offering a unique nomadic lifestyle that blends professional commitments with enriching personal growth. We provide family-friendly accommodations, an innovative education system that travels with you, and vibrant communities for families who share a passion for exploration. Our mission is to create immersive "live abroad" experiences that foster connections, growth, and lifelong learning.

As an Operations & Administrative Assistant, you will play a key role in ensuring smooth operations across all teams on-site, with a primary focus on administration-related tasks. You will support both the Education and Hospitality crews while working closely with the General Manager (GM) and Education Center Director (ECD) to manage finance-related processes, hiring administration, contracts, budgeting, logistics, and operational planning.

This is a part-time position, 2.5 days per week, 8 hours per day. Depending on performance and evolving business needs, there is a possibility to convert to full-time.

• Upload invoices to the finance system and track payments.
• Book invoices and landlord receipts into Payhawk.
• Maintain a finance tracker for budgeting and planning.
• Calculate monthly charges for team members staying in Boundless Homes.
• Process team invoicing for rent and bills monthly.
• Track invoices, budgeting, and financial planning for events, teaching resources, and purchases.
• Coordinate with the accounting office and local authorities for hiring administration.
• Prepare and maintain monthly/annual documentation for labor authorities.
• Update and maintain accurate property information across various internal property records.

• Coordinate and mediate contract drafting and signing for vendors, landlords, and team members.
• Update files related to property descriptions, lease terms, and rental agreements with guidance.
• Support the administrative side of real estate expansion.
• Assist in drafting agreements with service providers and third parties.

• Handle all administrative communication for new team members, including housing arrangements, arrivals, and general support.
• Prepare and organize files and presentation decks for pre-arrival webinars, operational tasks, new cohorts, and community events to ensure a seamless onboarding experience for new team members and families.

• Order and track cleaning supplies, classroom materials, and operational resources.
• Oversee equipment upkeep and supply inventory management.
• Manage the procurement and distribution of swag for new students.
• Provide administrative planning and logistics support for extracurricular activities, field trips, and other community events.
• Budget, arrange transportation, and coordinate teams for event execution.

• Support cohort turnover weeks, helping teams prepare for guest arrivals and departures.
• Provide coverage during team member vacations, absences, or leaves.
• Participate in key events, such as welcome ceremony, to provide support where needed.
• Assist team members to curate experiences, services and other offerings.
• Be available to occasionally support or attend team gatherings, location events, or key activities that may take place outside of standard working hours.
• Monitor community channels and support team members to respond to questions and requests on time.
• Provide support with any other administrative tasks as requested.

• High NPS scores.
• Efficient and timely processing of invoices, contracts, and administrative tasks.
• Well-organized logistics for events, onboarding, and procurement.
• High satisfaction from team members and leadership regarding administrative support.

• Excellent communication skills in English and Spanish.
• Must be based in Estepona.
• Experience in administration, finance support, or operations in fast-growth startups.
• Highly organized and can manage multiple priorities at once.
• Adaptability, flexibility and resilience to thrive in ambiguous environments.
• Experience with finance systems, budgeting, and invoice tracking.
• Comfortable…