Office Manager - part-time: 4 days pw

Location:

Madrid, Spain Work Model: Onsite. Part-time (32 hrs / 4 days pw) Employment Type: Part-time  About osapiens   At osapiens, more than 550 talented minds unite around one mission: enabling sustainable growth for businesses worldwide. Founded in 2018 and headquartered in Mannheim, Germany, we have built the AI-driven osapiens HUB - a multi-tenant platform hosting 26 enterprise-grade solutions designed for cross-company collaboration, automation, and compliance.

With offices across Europe and the US , we are shaping the future of scalable and secure business technology.

The Role

As the Office Manager, you will be the central point of contact for the Madrid office, ensuring day-to-day operations run smoothly and efficiently. You will create a welcoming and productive work environment, manage office services and vendors, support local employee events, and work closely with regional and international teams to maintain high workplace standards.  This is a part-time role (4 days per week onsite) , where you would collaborate closely with our current (part-time) Office Manager.   This role requires a hands-on, service-oriented professional who thrives in a dynamic, fast-growing international environment and enjoys balancing operational excellence with employee engagement.  Office Operations & Facilities Management   Oversee the daily operations of the Madrid office.  Ensure the office environment is professional, organized, and fully operational at all times.  Coordinate office maintenance, repairs, cleaning services, and facility-related issues.  Manage office supplies (including food & drink), equipment, inventory, and vendor relationships.  Workplace Experience   Create a positive and welcoming environment for employees and visitors.  Coordinate office events as well as local events (partnering with the Marketing team).

As well as team gatherings, celebrations, and employee engagement activities.   Ensure meeting rooms, collaboration spaces, and common areas are maintained to a high standard.  Coordinating high-profile visits (i.e. ensuring any preparation needed is done, rooms booked, catering prepared as necessary).   Coordinating office tours e.g. new joiners after onboarding.   Administrative Support   Handle general office administration and correspondence.  Assist with invoice processing, purchase orders, and office-related budget tracking.  Maintain office records, contracts, and documentation.  Health, Safety & Compliance   Support compliance with local workplace regulations and health & safety requirements.  Coordinate emergency procedures and maintain workplace safety documentation.  Partner with People and Finance teams on local administrative requirements.  3+ years of experience in Office Management, Workplace Operations, Facilities Coordination, Executive Support, or a similar role.  Strong organizational and multitasking skills with exceptional attention to detail.  Excellent interpersonal and communication skills.  Ability to work independently and proactively solve problems.  Experience managing external vendors and service providers.  Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).  Fluency in Spanish and English, both written and spoken. 

Nice to have:

• Experience working in an international or fast-growing technology company.  Familiarity with office budgeting and invoice management.  Experience supporting employee engagement and workplace events.  Knowledge of workplace health and safety requirements.  A purpose-driven mission with and for global industry pioneers in tackling complex challenges.
• Room for creativity through collaborative teamwork and an open communication culture.
• Fuel for your growth journey, both personally and professionally.
• Sustainable mobility options, promoting eco-friendly commuting solutions.
• Fun team events and outings with our global teams.
• Inspiring workspaces in Mannheim, Madrid and beyond.