Office Manager

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Job Overview

This role combines office management, reception, facilities coordination, employee support, onboarding activities, vendor management, and local health & safety coordination. The successful candidate will play a key role in creating a professional, welcoming and well-managed office environment while ensuring operational standards are maintained across all workplace functions.

The ideal candidate is calm under pressure, emotionally intelligent, and able to build positive relationships across the business. They will communicate clearly and confidently, resolve issues with professionalism and empathy, and demonstrate resilience when managing competing priorities in a busy and fast-paced environment. Strong conflict resolution skills, combined with the ability to remain composed and solution-focused, are essential.
 

Key Responsibilities

Reception & Front Office Management

• As your main focus you will be responsible for the reception matters, such as office management support, telephone assistance, courier, business meetings and events assistance…, and being the main contact of the office reception.
• Communicate with clients, maintenance, building property, cleaning service, providers, employees…
• Office organization, meeting rooms, storage room, kitchen, furniture, office supplies…
• Various formalities with Notaries, Mercantile Registry, Apostille…
• Maintain and develop a good atmosphere in the office and promote good use of the facilities.
• Involvement in other aspects of the office and giving support to all the departments of the office.

Office Management & Facilities Coordination

• Coordinate the daily operations of the Valencia office.
• Manage office supplies, consumables, furniture and general office equipment.
• Liaise with building management, maintenance providers, cleaning contractors and other service providers.
• Coordinate office repairs, maintenance requests and workplace improvements.
• Monitor office functionality and proactively identify operational or facilities-related issues.
• Promote a positive office environment and encourage the responsible use of office facilities.
• Assist with workspace planning and office setup requirements.
• Support office-related purchasing and vendor coordination.

Employee Support & Coordination

• Act as a key support contact for employees within the Valencia office.
• Support the wider Valencia teams with day-to-day office coordination.
• Welcome new joiners and introduce them to colleagues and office procedures.
• Assist employees and visitors with practical office-related support.
• Maintain strong working relationships with internal stakeholders and external providers.

Onboarding & Offboarding

• Coordinate onboarding and offboarding activities for employees.
• Arrange the preparation, handover and return of IT equipment and office assets.
• Coordinate access cards, office access and related documentation.
• Maintain and track equipment receipt and return records.
• Deliver introductory office orientation sessions during employees’ first week.
• Provide information relating to office procedures, working practices, employee benefits and key contacts.
• Ensure new joiners are added to relevant communication channels and office distribution lists.
• Act as a buddy and key point of contact for new joiners.

Health & Safety (H&S / PRL)

• Act as a local contact for Health & Safety matters within the Valencia office.
• Coordinate with external Health & Safety / PRL providers.
• Support preventive workplace visits, mandatory training and medical check-up coordination.
• Maintain awareness of employer obligations relating to workplace safety and PRL requirements.
• Support the implementation and maintenance of workplace safety standards and compliance requirements.

Statutory & Compliance Support

• Support local statutory and compliance obligations relevant to the office.
• Assist with Equality Plans and disability-related alternative statutory measures where applicable.
• Coordinate local office insurance requirements where required under applicable agreements or legislation.
• Support documentation and administrative formalities involving Notaries, Mercantile Registry and Apostille processes.
• Assist with coordination relating to A1 certificates and local authorisations for business visitors where required.

Skills & Experience Required

• Previous experience in office management, facilities coordination, administration, HR support, reception or a similar operational support role.
• Experience in customer service, purchasing or office coordination is advantageous.
• Fluent English, written and spoken.
• Native or near-native Spanish proficiency.
• Strong organisational and multitasking skills.
• Professional, approachable and service-oriented attitude.
• Strong communication and interpersonal skills.
• Ability to work independently while collaborating effectively with wider teams.
• High level of discretion, professionalism and confidentiality.
• Strong attention to detail and ability to prioritise effectively.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Proactive mindset with the ability to identify issues and drive solutions.
• Strong work ethic and positive, can-do attitude.
• Previous experience working with Health & Safety / PRL coordination is considered advantageous.
• Experience managing office budgets, procurement and invoice processing.
• Proficiency in Microsoft Office 365, particularly Outlook, Excel (intermediate level), Word and Teams.
• Experience coordinating office maintenance, space planning and workplace services.
• Ability to produce reports, manage records and maintain accurate documentation.

Working Hours

• 40 hours per week
• Monday to Friday
• 08:30 – 17:30 with one hour lunch break

What You Will Get in Return

• A genuinely unique opportunity to be part of an expanding global business.
• Exposure to a multinational and fast-paced working environment.
• Opportunity to grow professionally within a dynamic and collaborative team.
• Be part of an experienced and growing workplace support function.
• Opportunity to contribute to the development of a professional, people-focused office environment.
• Competitive exposure to international operations and cross-functional collaboration.

At Apex Group, we are committed to creating a diverse and inclusive workplace. In Spain, this includes our obligation under the LGD to ensure that people with disabilities are represented within our teams. If you have a recognised disability (≥33%), we welcome your application and will provide reasonable adjustments throughout the recruitment process.

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.