External Reference is hiring an Office Coordinator!

Company description

External Reference Architects is an architecture and design studio based in Barcelona. We work at the intersection of architecture, art, and digital tools to create spatial experiences with a strong identity. Our approach combines craft-based processes with technological innovation, with a clear focus on materiality, interaction, and real use of space.

We develop projects mainly in retail, hospitality, and cultural experiences. We design spaces that create emotional impact, encourage human connection, and leave a lasting impression. We believe in the value of physical space as a place for encounter, even in an increasingly digital context.

The role: Office Coordinator

We are looking for an enthusiastic person who will ensure that our offices are a welcoming, fully equipped, and orderly environment. If you are interested in organizing and coordinating office administration and procedures and ensuring organizational effectiveness in a proactive and respectful way, this position is for you!

If you are an energetic and multitasking person who can handle a wide range of administrative and executive support-related tasks, this position might be for you. You should be a well-organized, collaborative, and agile person, and enjoy the challenges of supporting an office with diverse fields.

As Office Coordinator, you will be responsible for developing intra-office communication protocols, streamlining administrative procedures, office staff supervision, monitoring inventory levels, and curating a welcoming and functional office environment. Most importantly, we are looking for someone who can thrive in a rapidly growing and dynamic environment where adaptability, teamwork,



and being proactive are essential.

Tasks will include:

- Ensuring the fluid functioning and operation of the External Reference office spaces.
- Managing invoicing and relationships with suppliers and clients.
- Managing the different accounting ledgers and providing support to the Finance Accountant.
- Analysing data and creating reports to deliver to Senior Management.
- Ensuring the security, integrity, and confidentiality of data.
- Working directly with the CEO and Senior Management to oversee operational initiatives across the business.
- Assisting the Senior Management team members with scheduling, coordinating, PR and other related requests.
- Coordinating travel arrangements, including flights, ground transport, hotel bookings, security details, visas, and other necessary documents.
- Organizing and implementing company-wide events or messages developed by Senior Management.
- Organizing supplies and deliveries for the office and ensuring the office space is fully equipped and stocked.
- Having a positive attitude towards multitasking and being supportive towards different kinds of operational and business tasks.

Minimum requirements:

- 3 years of working experience.
- Fluent in spoken and written Spanish and English.
- Knowledge of Excel (intermediate level).
- Previous experience in an architectural firm and the Odoo CRM platform will be highly valued.

Position benefits:

- Permanent contract
- Full-time position (40 h week, from Monday to Friday) in Barcelona.
- Salary: 20,000.00 –25,000.00 € lord per annum, according to experience.
- Location: External Reference Architects, Carrer de València, 287, Eixample, 08009 Barcelona, SPAIN

We are excited to have you on board!

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📌 Office Coordinator (Barcelona)
🏢 External Reference Architects
📍 Barcelona