Office Administrator

BARCELONA, SPAIN
REGULATORY AFFAIRS
ON-SITE
PART-TIME
ENGLISH CV

We are looking for a reliable, detail-oriented, Spanish-speaking part-time Office Administrator to ensure the smooth day-to-day operation of our office in Spain.   This role is key to creating a productive, safe, and welcoming work environment, supporting internal teams and visitors, and helping maintain strong coordination with our HQ.  

What you will do

Governance and compliance

  • Focus on legal responsibilities, safety, regulations, and organizational alignment:
  • Act as the local management representative: legally and externally, maintaining governmental and professional contacts 
  • Ensure cohesion and compliance with local regulations and practices (e.g., safety, finance, labor) 
  • Keep the office aligned with the strategy of the company, lead change management projects, manage communication, and share local challenges 
  • Conduct research and compile information for audits or manager requests 
  • Accompany vendors/inspectors during compliance checks (e.g., fire safety) 
  • Conduct regular safety checks and maintain emergency preparedness 
  • Keep emergency contact lists up to date 
  • Help ensure a healthy and safe office environment (ventilation, lighting, compliance)

Facilities and operations

  • Handle the physical office space, vendors, inventory, and day-to-day maintenance:
  • Monitor, order, and restock office supplies (stationery, snacks, coffee, etc.) 
  • Maintain inventory of supplies and secondary IT equipment 
  • Oversee maintenance of office equipment (printers, projectors, etc.) 
  • Coordinate with vendors, suppliers, and building management 
  • Schedule and oversee cleaning and maintenance services 
  • Report and follow up on facility-related issues (e.g., plumbing, heating) 
  • Issue and deactivate office access cards 

People and culture 

  • Support onboarding, events, internal communication, and HR coordination:
  • Prepare onboarding setup: desks, welcome packs, office tours, instructions 
  • Request onboarding and HR-related materials from HQ 
  • Organize internal events, team-building activities, and catering 
  • Manage office communication tools: newsletters, announcements, visual materials 
  • Support basic HR admin: office photos, info for internal communication 
  • Assist with calls related to language services or vendors 

Business support and strategic coordination

  • Focus on budget management, travel, and strategic support functions: 
  • Provide input needs for staffing and facilities budget and costs 
  • Arrange accommodations, catering, and logistics for international visitors 
  • Support travel coordination between the Spanish office and HQ 
  • Support workspace setup and layout planning for flexible working 

Your profile

  • Degree in Business Administration, Human Resources, Public Administration, or similar
  • At least 3 years of experience in a similar role 
  • Good level of spoken Spanish and English. Writing and reading are essential (Catalan is nice to have) 
  • Self-organized and independent 
  • Excellent verbal and written communication skills 
  • Decision making 
  • Good Interpersonal Skills 

What we offer

Location and type of contract

  • Barcelona, Spain
  • Part-time
  • ​​On-site​ 
  • Mid-senior level
  • CV in English

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Working at Materialise

Materialise is a dynamic, international high-tech company, founded in 1990 and headquartered in Belgium, with over 2,300 employees worldwide. Materialise’s mission is to innovate for a better and healthier world through its software and hardware infrastructure and in-depth knowledge of additive manufacturing (also known as 3D printing). Our customers are in diverse industries, such as automotive, aerospace, medical, research, and academia.

As a growing company, Materialise is always looking for enthusiastic professionals who want to work in an environment full of revolutionary technology and surrounded by people passionate about their work.

Work culture