Office Coordinator
Barcelona, ES
Operations – Procurement /
Permanent /
Hybrid
About the Role
To carry out facilities and property management duties to ensure the smooth running of the office in accordance with local government regulations.
Responsible for the management of contractors and suppliers. You will also provide executive assistant cover for Group Executive members and day to day management of office duties and related functions/events.
Primary Responsibilities
- Responsibility in managing home office set-up for new and existing employees based at our Paris and Barcelona locations.
- Manage compliance documentation including fire evacuation, fire risk assessment, method statement and certificates documentation.
- Set up fire warden and first aid network with locations i.e. Paris and Barcelona.
- Total ownership of first aid kits.
- Provide ad-hoc Executive Assistant cover to 2 Group Executive members. This includes making travel arrangements, handling calendar events, organizing reports and documents, answering phone calls, setting up meetings and taking minutes.
- Work closely with building management to ensure a smooth employee experience.
- Assist in organising and executing relevant office and company events across our Barcelona and Paris offices.
- End to end contractor management, making sure all agreed SLA's are adhered to.
- Oversee property management services, including building maintenance and ordering appropriate supplies.
- Occasionally assisting with billing and accounting duties, including resolving billing issues, and managing invoices.
- Responsible for incoming and outgoing mail.
- Managing correspondence with service providers
- Carry out site induction training.
- Handle customer complaints in a timely and efficient manner.
- Processing paperwork and induction for visitors.
- Ensuring the office is kept organised to promote an efficient working environment.
Impact and Contribution
- To ensure the smooth running of the office in accordance with local government regulations. Owning the office management process and ensuring the office is kept organised at all times to promote an efficient working environment.
Experience and Attributes we'd like to see
- Previous experience as an Office Assistant or Officer is preferred
- Ability to implement procedures in a fast paced and evolving environment
- Knowledge of office health and safety compliance requirements
- Contractor Management or Personnel/Executive Assistant experience
- Excellent customer service skills
- Fluent in English, whilst fluency in an additional language i.e. Spanish or French is desirable
- Exceptional communication skills
- Computer literacy including proficiency in Microsoft Office programs
- Ability to work with initiative and under pressure
- Excellent time management skills
What's in it for you?
- At Storio group, we understand the importance of work-life balance. You'll find opportunities to make the most of our generous annual leave policy, remote working policy, and a versatile hybrid working model. We provide a comprehensive benefits package to all Storio group employees, and you'll discover a warm and inclusive company culture that includes social events throughout the year and a team rich in diversity.
About us
Hello. We are Storio group. A place where life’s stories are made, crafted and shared. A place where we create new ways to pass memories and stories between people and generations. And where, together, we make joy unforgettable.
We bring our customers’ stories to life through a range of high-quality personalised photo products, like photo books, wall decor, calendars & gifts. Our innovative technology enables customers to easily personalise their creations to keep for themselves or share as the most thoughtful of gifts.
Every single one of our employees brings something unique to Storio group and leaves a lasting imprint on our work, our culture and our company. Storio group is a place where we can all see and feel the impact of what we do, every day. A career with us is an opportunity to make your mark on our customers’ lives and on your career.
Equal opportunities statement
We are committed to promoting equal opportunities in employment regardless of age, disability, marital or civil partner status, pregnancy or maternity, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation.
If you have a disability or special need that requires reasonable adjustments in order for you to perform at your peak during the interview, please let our HR team know ahead of time so that they can assist. We will consider the matter carefully and try to accommodate your needs within reason. If we consider a particular adjustment would not be reasonable we will explain our reasons and try to find an alternative solution where possible.
Sponsorship
We aren't able to offer sponsorship for this role so please only apply if you have the Right to Work without the need for sponsorship
