Office Manager

Madrid - Spain

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

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 worlds 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.

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

Werelooking 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 lookingforan organized people-focused professional who enjoys creatingorder solving problems and helping Managertakes ownership communicates clearly and thrives in a role wheretheyare the go-to person for keeping everything running smoothly.A perfectcandidatevaluesa strong workplace culture andtakespride in creating a high-quality consistent employee experience.

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 andmaintainhardware 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.

Assistwith 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 workplace tools ticketing systems or project coordination.

Fluent Spanish and business-level English (native or near-nativeproficiency).

Nice to have:

Experience in coworking environments or with landlord/vendor management.

Knowledge of health & safety processes.

Basic comfort with IT/AV troubleshooting.

Interest in workplace culture sustainability and employee experience.

Apply now

Please click the apply button on this page and submit your application in English.

Please inform us if you require any special accommodations to participate fully in our recruitment experience. You can contact us at for any additional support.

Equal opportunity statement

Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination including based on race national or ethnic origin age religion disability sex gender identity or sexual orientation. With employees from more than 50 different nations our diversity creates vibrant teams and constantly challenges us to appreciate multiple perspectives.

Required Experience:

Who we areWe 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 worlds largest and most impactful research publishers dedicated to making peer-reviewed quality-certified scienc...

Key Skills

Office Manager Experience
Microsoft Office
Management Experience
QuickBooks
Accounting
Office Experience
Dental Office Experience
Payroll
Administrative Experience
Eaglesoft
Human Resources
Bookkeeping

Apply Now

About Company

Frontiers

Open access publisher of peer-reviewed scientific articles across the entire spectrum of academia. Research network for academics to stay up-to-date with the latest scientific publications, events, blogs and news.

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