Office Manager

Who we are
We are on a mission to make all science open, enabling the research community to develop the solutions we all need to live healthy lives on a healthy planet.

Frontiers is one of the world’s largest and most impactful research publishers, dedicated to making peer-reviewed, quality-certified science openly accessible. Our articles have been viewed 4 billion times, reflecting the power of research that is open for all.

Follow the links below to learn more about our work.

www.frontiersin.org/about/annual-reports

www.youtube.com/watch?v=87ejFfnQzko
What we can offer you
At Frontiers, our working model for new roles includes a balanced approach that fosters collaboration through regular engagement at our office hubs in key locations. While we value flexibility, we also believe that shared in-person time strengthens team culture, trust, and productivity.
We provide a range of benefits across our global locations, including but not limited to:
4 additional wellbeing days in addition to existing annual leave allowance
Access to learning platforms and dedicated learning & development time
A range of wellbeing initiatives, including free online yoga classes and an employee assistance plan
Employees can dedicate three days each year to volunteer
Additional benefits depending on your location (e.g. pension plan and private medical care)
The role
We’re looking for a proactive and highly organized Office Manager to oversee the smooth daily running of our Madrid hub and ensure a professional, safe, and welcoming environment for all employees and visitors.
As the primary onsite point of contact, you will manage facilities, vendors, workplace standards, onboarding, and day-to-day employee support; ensuring the hub reflects our culture, brand, and ways of working. This role is essential to creating a reliable, efficient, and positive environment that enables teams to collaborate, focus, and do their best work.
We are looking for an organized, people-focused professional who enjoys creating order, solving problems, and helping others. Office Manager takes ownership, communicates clearly, and thrives in a role where they are the go-to person for keeping everything running smoothly. A perfect candidate values a strong workplace culture and takes pride in creating a high-quality, consistent employee experience.
What you will do:
Oversee the daily operation of the Madrid office, ensuring the workspace is clean, functional, safe, and well-equipped.
Act as the primary onsite contact for building management, coworking providers, cleaners, maintenance teams, and contractors.
Manage access control, visitor processes, and deliveries.
Work closely with the Head of Events and Workplaces to coordinate maintenance, repairs, and workspace improvements.
Manage office supplies, furniture, equipment, and inventories, ensuring cost-effective procurement.
Support onboarding and offboarding, including workspace set-up, equipment provisioning, and office orientation.
Collaborate with IT to address office technology needs and maintain hardware inventories.
Maintain and communicate local office procedures, workplace guidelines, and health & safety requirements.
Support health & safety administration, including incident reporting, drills, and compliance documentation.
Track vendor performance, budgets, invoices, and contracts, ensuring service quality and value for money.
Provide friendly, responsive onsite support for employees’ day-to-day needs and workspace requests.
Assist with onsite meetings, workshops, leadership visits, and small office celebrations (set-up, catering coordination, materials).
Support local initiatives linked to the Events & Workplaces portfolio, contributing to a positive workplace culture.

Requirements:
3+ years of experience in office management, facilities coordination, hospitality, or administrative operations.
Excellent organizational skills and strong attention to detail.
Confidence managing multiple projects, stakeholders, and suppliers simultaneously.
Clear and professional communication skills (written and verbal).
A proactive, problem-solving mindset and ability to adapt when plans change.
Experience with workplace tools, ticketing systems, or project coordination.
Fluent Spanish and business-level English (native or near-native proficiency).
Nice to have:
Experience in coworking environments or with landlord/vendor management.
Knowledge of health & safety processes.
Basic comfort with IT/AV troubleshooting.
Interest in workplace culture, sustainability, and employee experience.
Apply now
Please click the 'apply' button on this page and submit your application in English.

Please inform us if you require any special accommodations to participate fully in our recruitment experience. You can contact us at [email protected] for any additional support.

Equal opportunity statement

Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination – including based on race, national or ethnic origin, age, religion, disability, sex, gender identity or sexual orientation. With employees from more than 50 different nations, our diversity creates vibrant teams and constantly challenges us to appreciate multiple perspectives.