[Bjl583] | Office Manager

Hello, We're Happy Scribe, a 100% bootstrapped and profitable startup based in Barcelona. Happy Scribe is an Audiovisual Language Platform, enabling media brands, traditional language service providers, and corporates around the world to scale their audiovisual language needs with ease. By combining language experts with state-of-the-art AI, Happy Scribe helps teams securely manage contributors, streamline collaboration, and produce high-quality transcriptions, subtitles, and closed captions at speed. Our team of 40+ people is growing. We're scaling the team thoughtfully and with a lot of care. How would you like to join us on this journey?

About the role

This is a hybrid role, based in Barcelona. Happy Scribe is office-first, remote-friendly. In other words, we aim to spend about 80% of our time collaborating in person. As our Office Manager, you'll be the heart of our HQ—the go-to person for everything office-related. You'll keep our space organized and welcoming, making it feel like a second home. You'll be part of our People team and support various teams and individuals across the office.

What you will do

1. Front Desk: Be the face of the office—greet visitors, answer the door, receive deliveries, and handle packages.
2. Facility Management: Manage building maintenance and coordinate with service providers for cleaning, pool, AC, heating, etc. Research and onboard new providers as needed. Manage the annual maintenance schedule. Handle building insurance and claims. Maintain a well-organized record for contracts and invoices related to our service providers.
3. Office Supplies & Equipment: Keep our office well-stocked with coffee, groceries, cleaning products, stationery, etc. Manage office equipment and maintain an updated inventory.
4. Health & Safety: Oversee our H&S plan by coordinating with our provider and ensuring all protocols are in place.
5. General Organization & Office Atmosphere: Keep our office space clean, organized, and welcoming—a place where people feel comfortable and at home. Support our All-hands meetings by ensuring all equipment runs smoothly and creating a special, engaging atmosphere. Coordinate biweekly catered team lunches. Welcome candidates, show them around, and guide them to their interviews.
6. Employee Support: Respond to employee requests in our help-desk Slack channel, assisting with everyday needs. Organize gifts for team members to celebrate new joiners, birthdays, anniversaries, and other occasions. Support business travel by booking transportation, accommodations, conference passes, etc.
7. Onboarding Support: Organize welcome breakfast for new employees and their teams. Prepare workstations and goody bags for new employees and give office tours with friendly introductions to office guidelines. Schedule company onboarding sessions.
8. Event Management: Help organize internal and external events like quarterly Talent Dinners, meet-ups, and parties.