Office Manager Support (Spain)

DATA4'S MISSION

DATA4 creates Smart & Scalable digital facilities for our customers. Our network of highly connected, resilient and sustainable data center campuses underpins our customers’ digital growth in Europe.

DATA4 Group finances, designs, constructs and operates its own data centers. Delivered through our data center campus model, we provide our customers with secure, scalable and high-performance data hosting solutions.

DATA4 VALUES

At DATA4 we are driven by our values. These are the core of everything we do – from the proactivity we show in delivering great outcomes for our clients, to the responsibility we show as a key contributor to the digital economy. Our three values are:

To be entrepreneurial – we are teams of doers who make things happen - with autonomy, energy and a sense of responsibility

To always take responsibility – for our impact on the people we work with, the society we are part of, and the environment in which we operate

To constantly be adaptable – our business is designed to adapt, answering not only today’s challenges, but also anticipating what’s coming next.

ABOUT THE ROLE

The Office Manager Support provides day-to-day administrative and operational support for the Madrid office and assists the Country Director to ensure smooth office operations..

RESPONSIBILITIES

Support day-to-day office operations (reception, meeting room bookings, suppliers, and on-site logistics).

Manage office services and procedures, including incoming/outgoing correspondence and general administration.

Coordinate office equipment and supplies (ordering, inventory, and vendor follow-up) and support workspace set-up as needed.

Provide timely updates on scheduled meetings, visitors, and key office events.

Manage and coordination of the Country Manager agenda.

Support coordination with external stakeholders (e.g., institutions and associations) and assist with local-internal marketing/communication needs as required.

Skills & competencies

Proficient with Microsoft 365 tools (Outlook, Teams, Word, Excel, PowerPoint) and common office systems.

Strong organization and prioritization skills; able to manage multiple requests and deadlines.

Excellent written and verbal communication skills and a strong service mindset.

Proactive problem-solver with the ability to identify issues and implement practical solutions.

Strong interpersonal skills; able to work effectively with diverse stakeholders and maintain confidentiality.

Comfortable tracking expenses and supporting basic budget follow-up in line with internal policies.

Reliable time management and attention to detail.

Able to plan and coordinate small office projects (events, travel logistics, office moves, and technology upgrades).

RESPONSIBILITIES IN TERMS OF IMS CERTIFICATIONS

Comply with and help enforce relevant policies related to:

Health & Safety: follow site H&S rules and promote safe working practices.

Environment: comply with environmental procedures and support waste/consumption reduction initiatives.

Information security: follow information security rules and handle sensitive information appropriately.

Energy: support the company policy of reducing energy consumption.

REQUIREMENTS

Excellent written and verbal communication skills (Spanish) and professional level of English.

Good command of Microsoft Office / Microsoft 365 (Word, Excel, Teams, Outlook).

Experience coordinating meetings, internal events, and business travel logistics.

Strong interpersonal skills and ability to work effectively with executives and cross-functional teams.

Flexible and adaptable, with a hands-on approach to solving day-to-day operational issues.

Team-oriented, reliable, and comfortable working in a fast-paced environment.

Support company mobile phone administration (requests and invoice follow-up), as needed.

Arrange taxi bookings and local transportation when required.

Maintain tracking for company card recharges/re-invoicing in coordination with Finance.

Support office set-up and workspace improvements for the Madrid site as needed.

Assist with planning internal meetings (agendas, room set-up, and refreshments where applicable).

Assist with business travel organization (bookings, itineraries, and expense preparation).

Support internal events (e.g., kick-off, team gatherings, year-end events)