Office Manager and Administrative Assistant

Published 9 of September

About the role

Qilimanjaro Quantum Tech is a Barcelona-based quantum computing company, a spin-off of the Barcelona Supercomputing Center (BSC), the University of Barcelona (UB) and the Institute for High Energy Physics (IFAE). We build quantum processors and full quantum computer systems, and we are growing fast.

The Office Manager and Administrative Assistant looks after the office and the people in it. It is a two-sided role: on one side, everything that makes the day to day work — welcoming visitors, suppliers, facilities, supplies, budget, events and travel; on the other, the administrative backbone of the company — contracts, signatures, official documentation, invoices and filing.

We are looking for someone warm and attentive, who enjoys taking care of people and notices what makes a working day easier: a good coffee in the morning, a visitor who is well received, a room that is ready before the meeting starts. When this role is done well, everyone else can get on with their work without thinking about any of it.

You will report to the Internal Operations Manager and work with every team in the company. It is a highly visible position: you are the first person visitors meet and the person colleagues come to when something in the office needs solving.


Responsibilities:

Office management

  • Everything that keeps the office working and welcoming, day to day. Being present and available in the office is part of the role: colleagues and visitors should always know where to find you.
  • Welcome everyone who arrives — colleagues, candidates, clients, partners and suppliers — announcing them and making sure they are well looked after while they wait.
  • Answer the telephone and the company's general inboxes, redirect enquiries and take messages.
  • Receive, log and distribute deliveries, post and courier packages, including customs paperwork when needed.
  • Manage visitor access: badges, keys and the visitor log, and hand over access to new joiners on their first day.
  • Run daily office operations and act as the link between internal teams and external suppliers.
  • Order and manage office supplies — coffee, fruit, water, stationery and everyday consumables — keeping stock at the right level.
  • Manage suppliers and service contracts (cleaning, maintenance, vending, security, insurance), from quotes to invoices, and resolve incidents when they come up.
  • Keep facilities safe, functional and well maintained: repairs, inspections, keys and alarms, and the periodic checks the building requires.
  • Build, own and track the office budget: put the numbers together, follow them month to month independently, and flag early anything that needs a decision.
  • Manage the seating plan, meeting-room bookings and the use of shared spaces.
  • Make sure employees have the equipment and resources they need, coordinating with IT for laptops, screens and peripherals.
  • Manage internal merchandising and welcome packs for new joiners.
  • Write, implement and keep office policies and procedures up to date.
  • Support office growth projects — refurbishments, new spaces and moves — as they come along.
  • Own the aesthetics and cleaning standards of the office.

Administrative support

  • Serve as the primary point of contact for administrative matters, coordinating with internal teams and external stakeholders to keep things running smoothly.
  • Manage contracts and agreements: circulate them for signature, track them to completion and keep an organised, retrievable filing system.
  • Organise, store and maintain all fiscal and legal documentation, in compliance with data protection regulations.
  • Support the preparation and submission of justifications and official documentation for grants, audits and public bodies.
  • Collect and organise general invoices, and process employee expense claims.
  • Keep insurance policies for facilities and equipment up to date, and provide the information needed for regulatory and compliance reporting.
  • Handle bureaucratic and administrative requests for official documentation within the deadlines they carry.
  • Manage the general mailboxes and mailing lists.
  • Support the administrative side of onboarding, so new joiners have everything ready on day one.

Events and travel

  • Organise internal events, team lunches, celebrations and catering, from booking to clean-up.
  • Handle the logistics of company travel — flights, hotels, transfers — and the invoices that follow.
  • Arrange restaurant bookings, meeting logistics and hospitality for visits to the office.
  • Support the logistics of conferences and fairs the company takes part in.


Minimum requirements

  • Three or more years of experience in office management, reception or administrative roles, ideally in a growing company.
  • A warm, attentive person who enjoys looking after others and being the welcoming face of the office.
  • Full professional fluency in Spanish and English, written and spoken. Catalan is strongly preferred.
  • Proven experience with contracts, document flows and well-organised filing systems.
  • Advanced command of Google Workspace (Gmail, Calendar, Drive), Slack and Notion, and the ability to pick up new tools quickly — including AI tools.
  • Comfortable owning a budget: putting it together, tracking it and reporting on it without needing to be chased.
  • Strong organisation and attention to detail, with the capacity to juggle competing priorities and frequent interruptions without losing the thread.
  • A proactive, resourceful attitude: you spot what needs doing and solve it rather than passing it on.
  • Discretion in handling confidential company, financial and people information.
  • Eligible to work in Spain.


Why don’t you join us? 🥇


Benefits:

🏥 Private health insurance

💳 Cobee flexible compensation (transportation, meals, and childcare support)

⏰ Flexible working hours

🏡 Hybrid work model


❤️Diversity and inclusion:

At Qilimanjaro, inclusion and equal opportunities are part of our people-centric value. We are committed to creating a workplace where everyone feels valued and empowered to contribute, learn, and belong.


GDPR (General Data Protection Regulation):

DATA CONTROLLER: QILIMANJARO QUANTUM TECH S.L., B67429670, Carrer de Veneçuela, 74, 08019 Barcelona (BARCELONA), Data Protection Officer: qilimanjaro@delegado- datos.com.PURPOSES: Participation in recruitment processes and reference verification.LEGAL BASIS: Implementation of pre-contractual measures.DISCLOSURES: None are an ticipated.DATA RETENTION: For the duration of the selection process.RIGHTS: You may exercise your rights of access, rectification, erasure, restriction, and data portability with the data controller. In case of any disputes, you may contact the AEPD (www.aepd.es).