Office Manager

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers. Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.

Your career with us should reflect your energy and passion. That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience. Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you
Job Overview  This role combines office management, reception, facilities coordination, employee support, onboarding activities, vendor management, and local health & Safety coordination. The successful candidate will play a key role in creating a professional, welcoming and well-managed office environment while ensuring operational standards are maintained across all workplace functions. The ideal candidate is calm under pressure, emotionally intelligent, and able to build positive relationships across the business.

They will communicate clearly and confidently, resolve issues with professionalism and empathy, and demonstrate resilience when managing competing priorities in a busy and fast-paced environment. Strong conflict resolution skills, combined with the ability to remain composed and solution-focused, are essential.

Key Responsibilities  Reception & Front Office Management:
As your main focus you will be responsible for the reception matters, such as office management support, telephone assistance, courier, business meetings and events assistance…, and being the main contact of the office reception. Communicate with clients, maintenance, building property, cleaning service, providers, employees… Office organization, meeting rooms, storage room, kitchen, furniture, office supplies… Various formalities with Notaries, Mercantile Registry, Apostille… Maintain and develop a good atmosphere in the office and promote good use of the facilities.

Involvement in other aspects of the office and giving support to all the departments of the office.
Office Management & Facilities Coordination:
Coordinate the daily operations of the Valencia office. Manage office supplies, consumables, furniture and general office equipment. Liaise with building management, maintenance providers, cleaning contractors and other service providers. Coordinate office repairs, maintenance requests and workplace improvements. Monitor office functionality and proactively identify operational or facilities-related issues. Promote a positive office environment and encourage the responsible use of office facilities.

Assist with workspace planning and office setup requirements. Support office-related purchasing and vendor coordination.
Employee Support & Coordination:
Act as a key support contact for employees within the Valencia office. Support the wider Valencia teams with day-to-day office coordination. Welcome new joiners and introduce them to colleagues and office procedures. Assist employees and visitors with practical office-related support. Maintain strong working relationships with internal stakeholders and external providers. Onboarding & Offboarding:
Coordinate onboarding and offboarding activities for employees. Arrange the preparation, handover and return of IT equipment and office assets. Coordinate access cards, office access and related documentation. Maintain and track equipment receipt and return records. Deliver introductory office orientation sessions during employees’ first week. Provide information relating to office procedures, working practices, employee benefits and key contacts. Ensure new joiners are added to relevant communication channels and office distribution lists.

Act…