puestos de Office en España

In this dynamic role you will be the heartbeat of our head office ensuring smooth daily operations, a great employee experience and a welcoming environment for all.

You’ll manage the flow of the office: greeting visitors, coordinating meetings and events, supporting onboarding, handling supplies and logistics, and keeping the workspace running efficiently. As the go-to person for staff and guests, you’ll play a key part in shaping a positive, organized and engaging office culture every day.

As our Office Coordinator, your main responsibilities will focus on:

• Office Presence & Daily Operations – Serve as the main on-site contact for all office matters, ensuring smooth daily operations and a welcoming environment for all visitors.
• Office Readiness & Guest Experience – Ensure the office is tidy, prepared for client/leadership visits and that visitors receive a warm, professional welcome.
• Facilities Maintenance & Issue Resolution – Oversee general maintenance and issue resolution, coordinating with third-party vendors or service providers as needed.
• Vendor & Supplier Management – Manage contracts and relationships with external services (cleaning, courier, IT, travel, catering, etc.) ensuring continuity and quality.
• Supplies & Inventory Management – Monitor and restock all office materials, handle regular breakfast and fruit deliveries, conduct periodic office shopping and consider employee preferences.
• Office Cleanliness & General Upkeep – Ensure shared spaces (kitchen, fridge, common areas) meet cleanliness standards and promote employee responsibility.
• Security & Key Management – Act as the contact for alarm or security matters and manage key distribution for new joiners.
• Mail & Package Handling – Manage the reception and dispatch of office mail, packages and courier service.
• Event & Team Coordination – Plan and organize office events, celebrations and team gatherings; onboarding & offboarding support – assist with onboarding/offboarding tasks such as preparing access cards and coordinating office-related setup.
• Travel & Logistics Support – Support booking taxis or accommodation for visitors and staff when required.
• Documentation & Compliance – Maintain administrative and regulatory documentation (e.g. workplace safety, medical check-ups) as well as all office-related documents stored in secure locations.
• Internal Communications – Prepare general office communications and newsletters; Office Improvement & Employee Experience – Identify and implement enhancements to improve the workspace and overall employee experience.
• Support the HR and Finance Department – for some administrative tasks (account all invoices, reconcile Petty Cash, process employees’ expenses, etc.).
• Any ad-hoc tasks as required

• 1-2 years of experience in office administration or coordination
• Positive, professional and adaptable attitude with strong problem-solving skills
• Excellent communication and interpersonal skills
• Strong organizational and multitasking abilities
• Proactive and able to handle a variety of situations independently
• Proficiency in MS Office Suite
• Well-presented and able to engage with colleagues at all levels
• Customer-focused with a passion for creating a positive office experience
• Fluency in Spanish and English; other languages are a plus

• What We Offer You
• Creative rewarding work where your impact is visible
• A dynamic, stimulating and fun work environment
• Half day off on your birthday
• Discounts in language courses
• Discounts on medical insurance
• Unlimited tea & coffee to fuel your day; Free breakfast on Mondays and fresh fruit on Thursdays

• Permanent contract Full time
• Office based job
• Schedule: Monday to Friday 8:00–17:30
• Start date: ASAP
• Competitive Salary with Ticket Restaurant (Pluxee card)

Our Office

You will be based in our fantastic Eixample office in Barcelona, surrounded by a wide selection of restaurants and shops. Our diverse team and dynamic work environment make working at Kaplan a truly empowering experience.

If you meet the requirements and are interested in this position please submit your application in English (résumé) along with a cover letter and your preferred salary range.

Diversity and inclusion are important to us and we are constantly working to improve these aspects. We strive to be an equal-opportunity workplace.

Remote Work : No

Employment Type : Full-time

Location : Barcelona, Spain