We are currently looking for a Back Office Manager to join the Spanish operations of an international company operating in a dynamic and multicultural environment.

Based in Barcelona, you will be responsible for overseeing, coordinating and optimizing all back-office activities, ensuring efficient administrative, financial, procurement, contract management and office operations.

Reporting to the Head of Service Center, you will act as a key point of contact between internal departments, management, external partners and service providers, while ensuring smooth day-to-day operations and continuous process improvement.

Key Responsibilities

Operational Management & Governance

- Lead and manage all back-office operations and administrative processes.

- Ensure the efficient execution of day-to-day administrative activities.

- Establish, monitor and continuously improve processes, procedures and guidelines.

- Ensure compliance with company policies, regulatory requirements and internal controls.

Contract & Vendor Management

- Manage contract administration, including reviews, approvals, renewals and documentation.

- Support procurement processes, purchase requests and order management for local needs.

- Coordinate relationships with external suppliers and service providers.

Financial Administration & Reporting

- Support budgeting, forecasting and cost control activities.

- Monitor administrative expenditures and identify optimization opportunities.

- Ensure accurate processing of invoices and financial documentation.

- Prepare operational reports and ensure data accuracy, completeness and timely availability.

- Maintain business databases and documentation repositories.

People & Administrative Services





- Coordinate employee onboarding and offboarding processes.

- Support the Head of Services Spain in HR-related activities.

- Manage office administration, facilities coordination and workplace-related services.

- Organize business events, meetings, workshops and management reviews.

Office & Property Management

- Manage and coordinate office facilities and property-related services, ensuring a safe, efficient and professional working environment.

- Act as the primary contact for landlords, facility management providers, building management and external contractors.

- Oversee office leases, service agreements, maintenance contracts and related documentation.

- Coordinate maintenance, repairs, renovations and fit-out projects.

- Ensure compliance with workplace health, safety, environmental and security requirements.

- Manage office space planning, seating arrangements, meeting facilities and workplace utilization.

- Coordinate office access management, badges, keys and visitor administration.

- Oversee procurement and inventory management of office furniture, equipment and workplace supplies.

- Manage office operating budgets and monitor facility-related expenditures.

- Support business continuity measures related to workplace infrastructure and facilities.

- Coordinate relocations, office expansions and workplace improvement initiatives.





- Ensure a high-quality employee workplace experience and support modern workplace concepts, including hybrid work environments.

- Manage mobile contracts and subscriptions.

Process Improvement & Stakeholder Management

- Identify opportunities for process simplification, automation and standardization.

- Lead continuous improvement initiatives within the back-office environment.

- Maintain process documentation and operational standards.

- Collaborate closely with Finance, HR, IT, Legal, Procurement and external service partners.

- Support management with administrative and organizational tasks as required.

Profile

- Commercial or administrative education, or equivalent professional experience.

- At least 5 years of experience in back-office operations, administration, shared services or business support functions.

- Proven experience in contract administration, procurement support and reporting activities.

- Previous experience in an international business environment is an advantage.

- Strong organizational and planning skills.

- Excellent communication and stakeholder management capabilities.

- High level of accuracy and attention to detail.

- Ability to manage multiple priorities simultaneously.

- A continuous improvement mindset.

Technical Skills & Languages

- Good knowledge of Microsoft 365 (Excel, PowerPoint, Word, Teams and SharePoint).

- Experience with ERP systems, ideally SAP.

- Knowledge of reporting and data analysis tools is an advantage.

- Fluent in English and Spanish.

- Additional languages are considered an advantage.

Location : Barcelona, Spain.

Interested in this opportunity? Apply directly or get in touch to find out more about the position.

📌 Back Office Manager (Barcelona)
🏢 Approach People Recruitment
📍 Barcelona