Office Manager I663

A better internet, where privacy is the default, is possible. Building this better internet might seem daunting or even unthinkable, but at Proton, this is what we do every day. Today, Proton makes privacy universally accessible. Journalists from outlets like The Guardian and The New York Times, some of the world's largest organizations, and people in more than 180 countries have signed up for over 70 million accounts. Our diverse and dynamic team is made up of more than 400 members representing over 40 different nationalities. While we are based in Geneva, Switzerland, we have offices in Zurich, Prague, London, Vilnius, Skopje, Taipei, and many more employees working remotely around the world.

Join one of Europe's fastest-growing companies to help us solve challenging problems and build new products that will reach hundreds of millions of people. We want to create more than just one of the world's most impactful tech companies; we want to create a new internet that serves the interests of all people. We need you, your voice, your ideas, and your ambition to make it happen.

Purpose of the role

In this position, an office presence is required every morning. Some tasks listed will require physical work and/or time flexibility. We are looking for a dynamic and motivated individual to join our team in Barcelona. You are reliable, able to multitask, and adapt in a fast-paced environment, with excellent communication and time management skills. You will be working closely with the Office Manager Lead located in Switzerland but mainly support the Barcelona team on office-related operations, making sure the office runs smoothly and is a great place to work.

What you will do

• Be the main person of contact for our landlord and reply to all office-related questions.
• Manage relationships with vendors and service providers (from requests, price negotiations, contracts arrangements, orders to invoicing).
• Help to manage and maintain IT infrastructure.
• Manage office supplies inventory.
• Be responsible for the company credit card receipts administration and invoices overview (including overview reports to local accounting company).
• Be responsible for the business trip expenses and assist employees with the reimbursement process.
• Receive and sort incoming mail and deliveries, and manage outgoing mail.
• In coordination with the HR team, help to support staff onboarding and offboarding.
• Coordinate staff travel including flights, hotels, car rental, insurance, and budgets.
• Review and update health and safety policies and ensure they're observed.
• Manage office budget.
• Provide administrative support where necessary (scheduling group meetings, Barcelona team buildings, organizing office events, other team meetups in Barcelona, support local engagement activities, etc.).
• Identify opportunities for process and office management improvements, and design and implement new systems.
• Help with Employer Branding/support TA - helping to organize hiring events, open days, hackathons, tech talks if onsite, ordering refreshments, etc.
• Assist with onsite interviews (welcoming, booking rooms, refreshments).

Job requirements

• At least 3+ years of work experience in an office management related role.
• Reliable with exceptional attention to detail.
• Strong organizational and time management skills, and ability to prioritize.
• Self-starter, with a very proactive approach.
• Excellent communication and interpersonal skills.
• Strong problem-solving skills and analytical thinking.
• Experienced with Microsoft Office, tech savvy.
• Experience with setting up a new office from scratch is a big advantage.

Why should you join Proton?

• Be part of a movement: Proton is not just a product or service but a community-driven movement united by a shared vision of online freedom. Our services are open source, audited, and supported by community contributions. We give back to our community by maintaining core encryption libraries and by supporting other organizations furthering the same goals as us. Proton is free, open source, neutral, independent, and community first, while remaining financially sustainable.
• Work with smart and dedicated people: Our team is diverse, collaborative, and tight-knit with people coming from all walks of life, including many of the world's top academic institutions and organizations, such as MIT, Harvard, Stanford, Caltech, Cambridge, and ETH.
• Grow with us: Our playground gives you endless career and growth opportunities as well as the chance to work side-by-side with many world-leading experts in their fields.
• Have your voice heard: We value your opinion and encourage you to speak up and share your ideas and thoughts. At Proton, no problem is someone else's problem. We collectively strive to do the right thing and be the undisputed best in the world at everything we do.
• Benefits: These vary by location and type of contract but expect support on your vacation, parental leave, and more.