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.

• 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).

• 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-anual 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.