Facilities Coordinator – Workplace & Office Operations

Location: Madrid, Spain

Work arrangement: Hybrid

About the role An opportunity is available for a Facilities Coordinator to oversee the day-to-day operations of a corporate office in Madrid.

The role combines facilities administration, workplace support, supplier management, purchasing, budget tracking, health and safety compliance, and employee experience. The successful candidate will help maintain an efficient, safe and welcoming working environment.

Key responsibilities

Workplace & facilities operations

- Coordinate daily office and facilities operations, ensuring maintenance issues are addressed promptly.
- Manage facilities helpdesk tickets through Jira, acting as the main point of contact and keeping open requests updated.
- Coordinate planned preventive maintenance and follow up on outstanding site issues.
- Liaise with suppliers and contractors to arrange repairs, maintenance and office services.

Purchasing & budget management

- Manage local workplace expenditure and purchasing requirements.
- Raise purchase orders, process and reconcile invoices, and order office goods and services.
- Work with Finance to monitor spending and prevent budget overspend.

Reporting & supplier management

- Maintain accurate tracking records for fleet and energy data.
- Manage relationships with suppliers and the landlord, supporting contract administration and service delivery.
- Support the integral fleet team with company vehicle administration and employee enquiries.

Health, safety & office communication

- Support global Health,



Safety and Security requirements.
- Act as an emergency contact and ensure relevant compliance certificates remain up to date.
- Manage office communications through Slack, email and internal notice channels.

Events & additional projects

- Coordinate meeting room arrangements and catering for internal events.
- Support ad hoc workplace projects and collaborate with internal stakeholders.
- Help deliver a positive and efficient office experience for employees.

Requirements
- Degree or relevant experience in administration, facilities support, office management or a related field.
- Practical exposure to facilities or workplace operations, including experience gained through internships or volunteering.
- Native-level Spanish and fluent English (minimum B2), both written and spoken.
- Strong organisational, administrative and multitasking skills.
- Proactive approach with the ability to manage competing priorities.
- Good communication and supplier coordination skills.
- Google Workspace knowledge is advantageous.
- Interest in developing a career in facilities and workplace management.

Compensation & benefits
- Competitive salary with performance-related commission.
- Hybrid working arrangement.
- Private health and life insurance.
- Meal vouchers and a daily discount on the food delivery platform.
- Wellbeing programme including fitness, yoga, physiotherapy and psychological support.
- Enhanced parental leave.
- Discounted gym memberships.
- Professional development opportunities within an international technology-driven environment.

📌 Facilities Coordinator (Madrid)
🏢 SoTalent
📍 Madrid