Workplace coordinator (Maternity Leave cover) at The Workshop

Málaga, Andalusia, Spain -

Full Time

Start Date

Immediate

Expiry Date

14 Jun, 26

Salary

0.0

Posted On

16 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Administration, Front of House, Reception, Multitasking, Microsoft Office, Calendar Management, Scheduling, Confidentiality, Attention To Detail, Procurement, Travel Coordination, First Aider, Event Organization, Communication Skills, Budget Management

Industry

IT Services and IT Consulting

Description

Who we are We build game-changing products and scalable software in the online betting space. Across the globe, our cross-functional teams create online gaming platforms as well as betting solutions that reach hundreds of thousands of users daily. Your mission Be the point of contact for all employees and visitors, responsible for ensuring the smooth and efficient operation of our office. This role combines managing day-to-day office activities with providing high-level administrative support to senior leadership. The ideal candidate is highly organized, detail-oriented, and thrives in a demanding environment, capable of managing a wide range of tasks with competing priorities. This position is pivotal to our operational success, ensuring a safe, secure, and collaborative working environment where employees can work independently or together. You will take pride in making the office a place where people feel supported, productive, and proud to call their workplace. What you'll do Act as the main point of contact at the front of house reception, greeting and assisting all internal and external visitors in a courteous and professional manner. Ensure the reception area and meeting rooms are maintained in a clean, tidy, and secure condition, fully stocked with refreshments and necessary supplies. Manage meeting room bookings, resolving conflicts and ensuring smooth operations. Order and coordinate catering for meetings and events. Manage calendars and schedule meetings for senior leadership, preparing agendas, presentations, and reports as needed. Manage mail duties, including distributing post and packages, sending mail, and booking local and international couriers while ensuring correct procedures and tracking are followed. Issue access cards to new starters, visitors, and contractors in line with security protocols, ensuring the system is up to date. Ensure sufficient stock of office supplies, including stationery, printer supplies, catering items, and beverages for weekly office events. Conduct induction office tours for new starters and assist in their onboarding, including desk allocation and coordination with IT for set-up. Ensure visitors receive a welcome email, desk allocation, and proper setup, liaising with the IT desktop team as needed. Assist the Workplace Manager in coordinating building management issues and maintenance services, keeping the maintenance record updated and ensuring reports are filed properly. Raise purchase orders and ensure they comply with company procedures. Organize company events and workshops, such as Christmas parties, summer gatherings, and internal learning events. Act as a First Aider, ensuring First Aid boxes are stocked and compliant with safety regulations. Handle sensitive information with the utmost discretion, managing communications and correspondence for the executive team. Coordinate domestic and international travel arrangements for executives, including flights, accommodations, and itineraries. Assist in processing and tracking expense reports and reimbursements for both the office and senior executives. Ensure smooth coordination between departments for cross-functional initiatives and team-building activities. Thrive in making the office a pleasant, inspiring, and well-organized place to work. What you'll bring Proven experience in office management, administration, or front of house/reception. Strong organizational and multitasking skills, with the ability to manage competing priorities in a fast-paced, customer-focused environment. Proficiency in Microsoft Office (Word, Excel, PowerPoint) and advanced knowledge of Microsoft applications; internet savvy. Exceptional communication skills in English, both written and verbal, with a professional demeanor. Experience managing complex calendars and scheduling for senior leadership. Ability to handle confidential and sensitive information with discretion. Strong attention to detail in preparing reports, presentations, and managing correspondence. Experience with budget management, office supply procurement, and travel coordination (including international itineraries). Self-motivated, resourceful, and able to work independently with minimal supervision. Ability to work under pressure, multitask, and meet tight deadlines. Flexible, proactive, and team-oriented, with a continuous improvement and agile mindset. Well-presented and professional with a friendly, positive attitude. What’s in it for you Private life and health insurance for you and your family. Gym reimbursement. Learning Pocket for personal development. 3 volunteering paid days each year. Generous referral programme. 25 days of annual leave. Private Pension Scheme (Opt-in). Flexible Benefits Retribution. Excited about this opportunity? Scroll down to learn more about The Workshop! Our Beliefs and Commitment to You! We value creativity and innovation from our diverse team. The Workshop welcomes candidates of all genders, orientations, disabilities, races, ages, nationalities, and beliefs. Great ideas come from great people who thrive on being empowered to improve our products and processes! Our DNA: At The Workshop, we foster an inclusive and multicultural environment where diversity is celebrated. With more than 300 employees from 40 nationalities speaking nearly 30 languages, our offices in Málaga, Madrid and London focus on collaboration, knowledge-sharing, and well-being initiatives. Our Culture: The spirit of play has always been part of our blueprint at The Workshop. Our journey began with a passion for reinventing the player experience. Today, we continue to build and deliver exceptional online betting products for our partners and their players. Excellence is our standard. We set the bar high for ourselves to deliver software and products that stand the test of time. With our signature rebellious spirit and a love for challenges, we are driven to solve the unsolvable. We don't just develop software; we build the future of online betting.

Responsibilities

The role involves acting as the main point of contact for the office, managing reception, maintaining office areas, and providing high-level administrative support to senior leadership, including calendar management and travel coordination. This position is also responsible for coordinating office events, managing supplies, and assisting with building maintenance and security protocols.