Admin Office Manager

Job description

With a recently announced funding round from Insight Partners and an impressive yearly revenue growth, Lansweeper is rapidly expanding its Global teams. We now need an Admin Office Manager to help us scale and to take Lansweeper to the next level.

Lansweeper is an IT asset management software helping businesses better understand, manage and protect their IT devices and network. We currently discover and monitor around 100 million connected devices from 25,000+ customers, including Mercedes, FC Barcelona, Michelin, Sony, Carlsberg, Nestlé, IBM, Maersk and Samsung to governments, banks, NGOs, and universities, driven by its 150+ strong teams in Belgium, Spain, Italy, Ireland, UK, Canada and the USA.

Your role will focus on both administration and office management. You will give your support to our business by taking care of some finance tasks, consisting in monthly accounting duties, invoices, billing and reporting, besides business development duties, supplier agreements and control of the IT equipment.

For our office in Alicante, Spain, you will be the first contact point for our employees and full in charge regarding all office facilities. It will consist of organizing and coordinating administration duties and office procedures. You will contribute to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

A day in the life of

  • Monthly accountancy pre-closing tasks.
  • Follow-up of purchase orders and invoices.
  • Checking agreements expiration and giving support for the renewal.
  • Preparing bank transfers.
  • Contact with the bank and with external consulting agency.
  • Maintaining the administrative role for the office and ensuring it is a safe and secure work environment (Health & Safety at the workplace).
  • Being the first point of contact for public and private bodies.
  • Acting as liaison between our IT department and the Spanish office.
  • Making sure our employees have all the necessary regarding office supplies and IT equipment.
  • Managing the relationships with the landlord and other vendors.
  • Solving issues regarding the office, order supplies, managing access to the office, insurance, etc.
  • Managing office premises related issues including equipment repair/maintenance and office safety.
  • Negotiating contracts and maintain relationships with third party suppliers, negotiating insurances & quotes.
  • Monitoring the service quality of the vendors and suppliers to ensure cost effective and efficient services.
  • Making recommendations for office improvement.
  • Managing regular events in the office (AllHands gathering, Christmas lunch, …) and supporting on the organization of company events.
  • Booking travel arrangements for our colleagues travelling from/to Spain.
  • Welcoming external and internal visitors in the office, arranging pick-up, business lunch/dinner.
  • Handling official correspondence and parcel that we receive or need to send including Bechtle items for our employees.
  • Providing support in the building works for the extension of our premises.

Job requirements

Are you the new Admin Office Manager at Lansweeper?

I am someone who

  • Can work independently with an excellent eye for detail.
  • Has great problem-solving skills.
  • Has a creative mind with an ability to suggest for improvement.
  • Is dynamic, committed, hands-on and passionate.
  • Has excellent written and verbal communication skills, communicating in a fluently and friendly manner.
  • Is proactive and self-motivated with the ability to organize the own workload.
  • Has a grow mindset with great people skills.

I have

  • At least 3 years of relevant experience in a similar job.
  • Understanding that this position is primarily in-office due to the nature of role.
  • Strong organizational and planning skills in a fast-paced environment
  • Excellent problem solving, planning and organizing skills.
  • A thorough knowledge of written and spoken English.
  • Excellent time management skills and ability to multi-task and prioritize work
  • Habitation in Alicante or nearby

Going for gold?

  • Advanced Excel skills.
  • Certificate in business/office/administrative field preferred.
  • Worked in a high-tech environment before.
  • Broad and active interest in IT.

Our offer you can't refuse

  • Growing along with a company in full expansion.
  • Variation, challenges and responsibility.
  • Easy-going teamwork.
  • Working with leading tools and newest technology.
  • Fulltime long-term contract.
  • Extra company benefits (medical insurance, pension plan, IT equipment, English lessons, etc).
  • Flexible working hours.
  • Internal and external training.