Office Manager, Part-Time

Office Manager, Part-Time

Barcelona, Spain

Axiomatic AI is building a new class of AI systems designed to reason with the rigor of the scientific method. By combining deep learning with formal logic and physics-based modeling, we create verifiable, interpretable AI systems that collaborate with and support human researchers in high-stakes scientific and engineering workflows.

Our mission, 30×30, is to deliver a 30× improvement in the speed, accessibility, and cost of semiconductor and photonic hardware development by 2030.

We aim to revolutionize hardware design and simulation in these industries and are building a team of highly motivated professionals to bring these innovations from research into commercial products.

As Office Manager for our Barcelona office, you will play an important role in supporting the day-to-day office experience and helping ensure the workspace runs smoothly. You will contribute to the coordination of office facilities, suppliers, purchases, stock management, visitor logistics, meetings, team-building activities, and small office events, helping ensure practical needs are anticipated and handled efficiently. This role is key to maintaining a welcoming, organized, and well-supported office environment for employees, visitors, candidates, and leadership.

Office Facilities & Daily Operations

• Maintain an organized, safe, functional, and welcoming workspace for the Barcelona team.
• Follow up on office-related issues and coordinate solutions with the landlord, building management, or service providers.
• Manage practical office needs such as access cards, entry coordination, repairs, and general office maintenance.
• Identify opportunities to improve the office environment as the team grows.
• Act as the onsite point of contact for practical office needs, anticipating issues and coordinating solutions with internal teams, suppliers, and service providers.

Supplier Coordination, Purchases & Stock Management

• Coordinate recurring office suppliers and services, including cleaning, internet, groceries, coffee, water, repairs, and other office needs.
• Place supermarket orders and manage recurring office purchases.
• Coordinate ad hoc purchases for employees, meetings, events, basic IT needs, or general office requirements.
• Manage deliveries and ensure items are received, organized, and stored correctly.
• Monitor office stock levels and anticipate upcoming needs.
• Review invoices, receipts, and purchase documentation so the Operations team can process payments correctly and on time.

Employee & Visitor Experience

• Help create a welcoming and smooth experience for employees and visitors coming to the Barcelona office.
• Ensure the office is ready for visits, including meeting rooms, food orders, coffee, snacks, materials, and access arrangements.
• Be available as the onsite point of contact during visits when needed.

Meetings & Team Events Support

• Support the organization and onsite coordination of team-building events in Barcelona, helping create a positive and engaging experience for employees.
• Help coordinate logistics for team lunches, team dinners, celebrations, casual team gatherings, and employee engagement activities.
• Prepare rooms and office spaces for meetings and events, coordinating catering, coffee, snacks, materials, access, bookings, and setup.

Key Requirements

• Previous experience in office management, workplace coordination, facilities & hospitality.
• Strong organizational skills and confidence handling suppliers, purchases, deliveries, stock levels, and day-to-day office needs.
• Proactive and practical mindset, with the ability to anticipate needs.
• Strong communication and interpersonal skills, with a sociable, approachable, and collaborative style.
• Comfortable working onsite and acting as point of contact for office-related matters.
• Ability to coordinate with internal teams and external providers in a reliable and detail-oriented way.
• Good communication skills in English and Spanish.
• Based in Barcelona, Castelldefels, or nearby areas.

Nice to Have

• Experience coordinating suppliers, office purchases, deliveries, invoices, & stock management.
• Experience supporting meetings, onsite visits, team-building activities,…