Office Management Specialist - Spain

About us

At RavenPack we are at the forefront of developing the next generation of generative AI tools for the finance industry and beyond. With 20 years of experience as a leading big data analytics provider for financial services we empower our clientsincluding some of the worlds most successful hedge funds banks and asset managersto enhance returns reduce risk and increase efficiency by integrating public information into their models and workflows. Building on this expertise we are now launching a new suite of GenAI and SaaS services designed specifically for financial professionals.

Join a Company that is Powering the Future of Finance with AI

RavenPack has been recognized as the Best Alternative Data Provider by WatersTechnology and has been included in this years Top 100 Next Unicorns by Viva Technology. You will be working on Bigdata.com a nextgeneration platform aimed at transforming financial decisionmaking.

Were looking for

We are seeking a proactive Office Management Specialist to support operations in our Spanish office to join our back office team. This role is focused on daily back office operations handling and coordinating repairs and maintaining all installations to the highest standard. The ideal candidate will independently identify address and resolve issues maintaining a clean wellstocked and efficient environment. You will work closely with the Operations Manager proactively taking ownership of repair needs vendor coordination and supporting office expansion and renovation projects.

Ideal Candidate:

• Experience: At least 3 years in back office management or a similar role.

• Skills: Strong attention to detail proactive approach solutionsoriented and equipped with basic project management knowledge.

• Languages: Fluent in English and Spanish.

• Flexibility: Willing to assist with reception tasks when the team is on holiday where needed.

• Transportation: Valid drivers license and access to a car for errands.

• Collaborative: Impeccable communication and writing skills; able to work effectively both independently and within a team.

Responsibilities

Office Operations:

• Maintenance & Repairs: Oversee daily office needs and repairs ensuring all installations are fully operational. Proactively address issues coordinating with the maintenance team to assign track and document repair progress without relying on the Managers instructions.

• Supply & Stock Control: Ensure stock levels for office supplies pantry items and vending machines. Coordinate with vendors for costeffective procurement and regularly review and compare provider options.

• Environment: Maintain and ensure we have a clean and organized workspace coordinating with cleaning and maintenance teams.

• Satellite Office Support. Remotely ensure our satellite offices are running smoothly and are well stocked Coordinate with the landlord for issues and repairs. You will also be the teams point of contact coordinate access requests help onboard our newest members on the platform and manage visitors.

Vendor and Landlord Management:

• Vendor Coordination: Oversee vendor relationships contracts and renewals ensuring quality and costeffectiveness. Routinely evaluate providers comparing options to ensure the best fit for our needs.

• Landlord Liaison: Serve as the primary contact for the landlord to handle buildingrelated issues promptly including repairs complaints and parking matters.

• Project Assistance: Work closely with the Operations Manager on office renovations process improvements and office expansion projects coordinating tasks with involved parties to ensure smooth and timely project completion.

Support & Coordination:

• Budget & Procurement: Assist with budget tracking purchase orders and cost comparisons.

• Event Support: Help organize internal events such as quarterly teambuilding activities ensuring smooth execution and effective coordination.

• Internal Guides & Policies: Help keep our internal department guides up to date document new processes and ensure compliance with our company policies across the office.

Travel Coordination:

• Booking & Logistics: Support our travel team with company travel bookings and manage our travel platform ensuring efficient handling of travel arrangements and related logistics.

• Corporate Apartments: Manage our apartment contracts search for new properties renewals repairs utility bills and coordinate with vendors and landlords for any apartment needs.

Key Qualities

This role is suited for a proactive individual with strong attention to detail and project management knowledge who can work independently to maintain seamless office operations. Working closely with the Operations Manager you will ensure that all aspects of backoffice maintenance and functionality are managed proactively and efficiently.