Office Manager

Exoticca is a pioneering online travel agency that has revolutionized the conception, production, and e-commerce of long-distance dream trips. At the core of Exoticca's brand equity is the commitment to "creating life milestones." We believe in delivering best-value trips, exploring unique destinations, curating extraordinary travel experiences, and demonstrating genuine care for both our customers and the planet.

We are a professional, dynamic, multicultural team in rapid international growth, seeking new partners to help us create the best and most forward-thinking travel company of our generation.

What do we do? We are looking for an Office Manager to be part of the People department to organize and coordinate administration duties and office procedures. Your role is to create and maintain a great place to work, ensuring high levels of office setup and services. The office manager's duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, keeping a good maintenance service, generating business trip reservations, greeting visitors, and providing general administrative support to our employees.

Previous experience as a Front Office Manager or Office Administrator would be an advantage. A successful Office Manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office manager should be able to ensure the smooth running of the office and help create a productive and pleasant work environment, respecting company procedures and budgets.

Responsibilities Partner with HR to update and maintain office policies as necessary
Coordinate with the IT department on all office equipment
Ensure that all items are invoiced and paid on time in coordination with the Accounting calendar and practices
Manage contract and price negotiations with office vendors, service providers (telephone, electricity, water, insurances, etc.), and office building administration
Manage office G&A budget, and ensure accurate and timely reporting
Provide general support to visitors
Assist in the onboarding process for new hires, as well as Executive board meetings
Address employees' queries regarding office management issues.
Schedule meetings and appointments
Carry out in-company or off-site activities, like parties, celebrations, and conferences
Mailing reception and management
Supplies and errands' purchase
Organize the office layout and order stationery and equipment
Maintain the office conditions and arrange necessary repairs
Arrange any reservations for employees' business trips according to policies
Liaise with facility management vendors, including cleaning, catering, and security services

Requirements Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
Excellent time management skills and ability to multi-task and prioritize work, with a low need for supervision.
Outstanding problem-solving skills, and a creative mind with an ability to suggest improvements
Strong organizational and planning skills in a fast-paced environment
Ability to work autonomously.
Excellent written and verbal communication skills, both in English and Spanish.
Proficiency in MS Office (MS Excel and Google Suite environment, in particular)

Benefits Competitive compensation package in line with job responsibilities and experience
Additionally, we propose the use of flexible compensation management for diet, transportation, private health insurance with Cobee
Hybrid work model:
offices in Barcelona City
Permanent contract from the start
Travel packages at reduced prices!
Referral bonus, if you bring people as talented as you
Unlimited coffee, team lunches, English lesson, bi-annual company parties
And last but not least, becoming part of a fun and motivated multicultural team at an agile and rapid growing organization!

Join Exoticca and play a pivotal role in creating life milestones through unforgettable travel experiences! This is your opportunity to shape the future of a dynamic and innovative travel brand on a global scale.

Exoticca is an equal opportunity employer. Diversity and inclusiveness are our core. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under European, country, or local law.
•