Workplace Operations Specialist

About the Role:

At Codeway, our workplace is more than an office, it’s an environment designed to support focus, creativity, and high performance. As a Workplace Operations Specialist, you will help ensure our Barcelona hub runs smoothly, efficiently, and at a high standard every day. This role combines operational excellence, vendor coordination, and employee support. You will contribute to maintaining a well-functioning workplace while continuously improving processes, service quality, and overall employee experience.

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What you'll do:

Workplace Operations & Environment:

◦ Oversee day-to-day office operations, including maintenance, cleaning, food & beverage, waste management.

◦ Conduct regular walkthroughs to proactively identify issues and maintain high workplace standards.

◦ Coordinate repairs and maintenance requests, ensuring timely resolution with minimal disruption.

◦ Manage office supplies and equipment, maintaining appropriate stock levels and functionality.

Vendor & Service Management:

◦ Coordinate with external vendors and service providers to ensure quality, reliability, and cost-efficiency.

◦ Monitor vendor performance and response times.

◦ Obtain and compare quotes, support procurement processes, and track purchase orders.

◦ Maintain contract documentation and renewal timelines.

Administration & Budget Support:

◦ Process invoices and track purchase orders and workplace-related expenses.

◦ Maintain accurate operational cost records and support budget monitoring.

◦ Contribute to cost-efficiency initiatives by identifying process improvements and optimization opportunities.

Stakeholder Support & Communication:

◦ Act as a primary point of contact for workplace-related requests from employees and vendors.

◦ Manage internal communications related to workplace updates or operational changes.

◦ Support the logistics and coordination of internal events and workplace projects.

◦ Handle requests through collaboration and ticketing systems, ensuring visibility and responsiveness.

Continuous Improvement & Reporting:

◦ Track operational metrics such as ticket resolution time and vendor performance.

◦ Identify recurring issues and propose structured improvements.

◦ Contribute ideas that elevate the employee workplace experience while maintaining operational discipline.

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What you bring:

◦ 2–4 years of experience in workplace operations, facilities coordination or office management.

◦ Strong organizational skills with the ability to manage multiple priorities effectively.

◦ Experience coordinating vendors and external service providers.

◦ Familiarity with administrative processes such as invoicing, procurement, and budget tracking.

◦ Basic understanding of workplace health and safety standards.

◦ Comfort using collaboration and ticketing tools (e.g., Slack, Google Workspace, Notion, Zendesk or similar systems).

◦ Strong communication skills in English.

◦ A proactive, hands-on mindset with attention to detail.

◦ Ability to work independently while collaborating cross-functionally.

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What We Offer:

◦ High-caliber, international team building category-defining products.

◦ Full-time contract with competitive salary

◦ Private health insurance, a generous meal card, and relocation support if you’re moving to Barcelona

◦ Annual learning & development budget for courses, tools, or events.

◦ Wellness perks, including sports budget and psychological consultations.

◦ Free access to Codeway’s suite of apps and a top-notch office in the heart of the city.

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