About Zartis

Zartis is a digital solutions provider, specialised in building cutting-edge software with bespoke development teams. Joining the team in one of our global offices in Madrid city center, Cork City and Valencia is a big deal. We are a diverse company, with team members drawn from more than thirty different nationalities.

The Role

We are looking for an Operations & Office Support Specialist to join our Operations pillar. This role is key to ensuring the smooth running of our offices and the effective delivery of services to our staff. You will support a variety of operational areas, including Office Management, AdminOps, Finance Ops, and HR, working closely with colleagues and external suppliers to maintain high standards of service, safety, and efficiency.

Office Administration

• Coordinate daily office and reception operations, ensuring a welcoming, organised, and well-functioning workspace.
• Manage office supplies, equipment, merchandising and deliveries, ensuring adherence to budgets and timelines.
• Oversee physical office security and access management.
• Maintain business-related records and documentation (vendors, contracts, invoices management support, etc.)

Admin & Supplier Management

• Act as the main point of contact for suppliers and contractors, ensuring service levels meet established standards.
• Coordinate and supervise facility-related tasks (repairs, cleaning, maintenance) ensuring compliance with safety protocols.
• Identify and suggest opportunities for process improvements within AdminOps.

HR & People Support

• Support HR and People Ops teams with administrative tasks when needed (documentation, communication, scheduling).
• Support Health & Safety management for the different areas and countries.
• Provide logistical support for onboarding processes (equipment setup, office orientation).
• Assist with Engagement initiatives and internal events planning.

Finance Operations Support

• Support the Finance team with administrative tasks such as collecting documentation, reviewing invoices for accuracy, and liaising with vendors.
• Assist with basic expense, purchasing and budget tracking processes.

What would be the requirements for this role?

• Experience as a receptionist, office assistant, or administrator of at least 1 year.
• Fluency in Spanish and English, both written and spoken.
• A high school diploma or bachelor’s degree in business administration or a related field is preferred.
• Experience managing and cultivating supplier relationships.
• Skilled at anticipating team members' needs.
• Tech savvy and comfortable with tools such as Google Workspace, Slack, ClickUp, etc.
• Ability to prioritize and find the best possible solution in fast-paced environments.
• Excellent time management skills with the ability to work well under pressure, complying with set deadlines and being able to offer alternatives in case of delay.
• Ability to collaborate effectively with others in a group.
• Organizational and planning skills.
• Capacity to work from the office 5 times a week.

What we offer

• Offices in Goya, Madrid.
• Career Growth: We have established a career development program accessible for all employees with 360º feedback that will help us to guide you in your career progression.
• Training: we offer English classes, access to courses and internal training.
• Mentoring Program: You can become a mentor in Zartis or you can receive mentorship, or both.
• Zartis Wellbeing Hub (Kara Connect): A platform that provides sessions with a range of specialists, including mental health professionals, nutritionists, physiotherapists, fitness coaches, and webinars with such professionals as well.
• Multicultural working environment and international working experience.
• Flexible benefits such as transport and restaurant, private health insurance and more.