Operations and Workplace Coordinator Jobs

Maisa

Location:
Spain, Valencia ▼
Madrid
Barcelona

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

We're seeking a highly organized and proactive Operations and Workplace Coordinator to ensure smooth day-to-day operations across our organization. This role serves as the operational backbone of the company, supporting internal Finance and People/HR functions while managing workplace operations and vendor relationships. Success in this role requires exceptional organizational skills, the ability to build strong cross-functional relationships, and getting things done through influence and collaboration in our flat organizational structure. You'll work independently across multiple operational domains while maintaining the highest standards of professionalism and confidentiality.

Job Responsibility:

HR and People Operations Support - maintaining employee records, payroll processing, recruitment administration, coordinating HR service providers and helping to implement processes and policies
Finance Operations Support - Coordinate invoice processing, vendor payments, expense management, and support monthly financial closing. Track and reconcile expenses, process reimbursements, and maintain financial records. Support operational KPI tracking, data collection, and prepare reports. Assist with tracking and maintaining operational budgets across all functions. Maintain dashboards for spend tracking, vendor performance, and operational metrics
Workplace Operations Management - Manage daily workplace operations, including office facilities, CoWorking spaces, equipment, supplies, and remote work. Coordinate office maintenance, resolve facilities issues, and organize company meetings, events, travel, and office inventory
Vendor Management and Budget Management - Serve as the key contact for operational vendors and service providers, tracking contract renewals, spend, invoicing and driving value and cost efficiency
Process Development and (IT) Systems Management - Create and improve operational processes, implement and administer operational systems, coordinate internal IT management, and liaise with IT service providers to ensure compliance
Compliance and Legal Support - Support legal and regulatory compliance workstreams, coordinate with external legal counsel, maintain legal documents, ensure workplace compliance, and track compliance deadlines

Requirements:

3-5 years of experience in operations, executive assistant, workplace management or administrative roles
Strong organizational abilities with meticulous attention to detail
Excellent written and verbal communication skills (English & Spanish)
Demonstrated ability to build relationships and collaborate effectively across functions
Proven track record of getting things done through influence rather than formal authority
Experience coordinating with external service providers and vendors
Proficiency with productivity tools (Google Workspace, Microsoft Office, etc.)
Strong problem-solving skills and ability to work independently
High level of discretion when handling confidential information
Proactive mindset with ability to anticipate needs and take initiative

Nice to have:

Experience working in a startup or fast-paced technology environment
Familiarity with HR and finance operational processes
Experience with vendor management and contract negotiation
Knowledge of workplace compliance and regulatory requirements
Ability to quickly adapt to changing priorities and new situations
Comfort with ambiguity and ability to create structure where needed
Strong interpersonal skills with ability to build trust and credibility across the organization
Collaborative mindset with ability to navigate cross-functional relationships effectively
Interest in AI and emerging technologies
Service-oriented mindset focused on supporting team success

What we offer:

Opportunity to play a crucial operational role in a cutting-edge AI company
Flat organization focused on impact rather than hierarchy
Collaborative work environment with experienced professionals
Competitive compensation package
Flexible work arrangements
Growth opportunities in an expanding organization

Additional Information:

Job Posted:
December 10, 2025

Employment Type:

Fulltime

Work Type:

Hybrid work

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Operations and Workplace Coordinator