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Office Coordinator - Angel Aligner

hace 19 días

Madrid

IMPORTANT : only CVs in English will be reviewed and considered for the recruitment process. Who We Are: Angel Aligner is a global service provider of clear aligner technology, production, and sales. Since founded in 2003, we have been working on developing high-tech products to bring beautiful smiles and confidence to people around the world. Over the past 20 years we have maintained a productive corporate-academic partnership with many different orthodontists and universities around the world, and our R&D team has made tremendous breakthroughs in many fields, to ensure that Angel Aligner is at the cutting edge of technology and product development. Over 150 patents have been obtained in respect of processing, clear aligners, manufacturing, and 3D printing technology. Why Angel Aligner? With over one million patients treated and over two decades of innovation, we’re not just transforming smiles—we’re aiming to shape the future of clear aligner therapy. At Angel Aligner, our customers come first—our orthodontist clients and their partners are at the heart of everything we do. We anticipate their needs, delivering personalized, effective, and reliable solutions. DESCRIPTION We are looking for an Office Coordinator to support our growth in the EMEA region and take ownership of the day-to-day management of our Madrid office. This is a high-visibility, impacting role at the heart of the team, acting as the front-of-house / reception point of contact and ensuring a smooth, professional, and welcoming workplace experience for employees, visitors, and partners. You will manage office operations, coordinate events and onboarding activities, and support key operational processes across the EMEA team. The ideal candidate is proactive, highly organized, service-minded, and comfortable working with multiple stakeholders to keep the office running at a high standard. RESPONSIBILITIES 1. Office Coordination & Workplace Experience (Front-of-House) • Serve as the reception and office hub, ensuring a warm welcome and smooth experience for employees, visitors, and vendors., • Create and maintain a comfortable, attractive, and well-organized office environment where people feel supported and happy., • Coordinate day-to-day office needs: supplies, meeting room readiness, office services, access/badges, basic troubleshooting and follow-up with vendors., • Partner with the EMEA Office Manager (and/or local stakeholders) to ensure strong office governance, processes, training, consistent standards and safety., • Act as a trusted Point of Contact for office-related requests, ensuring quick resolution and clear communication. 2. Office Logistics & Vendor Coordination • Own and manage office-related logistics, including deliveries, shipments, couriers, incoming/outgoing packages, and documentation follow-up when needed., • Coordinate with external vendors and 3rd parties (cleaning, maintenance, IT support providers, couriers, building management, etc.)., • Maintain key office documentation and ensure a professional, compliant, and organized operational setup. 3. Event Coordination (Madrid Office & EMEA Activities) • Lead planning and execution of internal office events and EMEA team moments (team visits, workshops, meetings, training days, etc.)., • Handle event logistics end-to-end: scheduling, invitations, attendee tracking, meeting rooms, materials, catering, restaurants, transport, and vendor coordination., • Ensure every event is delivered with a high-quality experience and strong attention to detail. 4. New Hire Onboarding Week (NHOW) – Madrid • Take full ownership of the New Hire Onboarding Week (NHOW) taking place in Madrid to guarantee a smooth and welcoming onboarding experience:, • Meeting scheduling and agenda coordination, • Attendees’ presence tracking and communication, • Hotel, transportation, restaurant and catering bookings, • Room setup, materials, and on-site coordination, • Ensure new hires feel supported from day one, and that stakeholders are aligned and prepared. 5. EMEA Operational & Administrative Support (as needed) • Provide cross-functional operational and administrative support to the EMEA team to ensure smooth daily business activities., • Coordinate between internal stakeholders to support planning, follow-ups, and execution of operational actions and team initiatives., • Act as a central Point of Contact for general requests, ensuring information is organized, tracked, and delivered efficiently., • Support documentation coordination and basic reporting needs when required, ensuring accuracy and a high standard of organization., • Continuously identify opportunities to improve ways of working, propose practical solutions, and help implement simple processes that increase efficiency. REQUIRED SKILLS AND QUALIFICATIONS • Bachelor’s degree in business administration, Operations, Hospitality Management, or a related field (or equivalent experience)., • 3+ years of experience in office management, workplace coordination, operations coordination, or a similar role., • Strong ownership mindset: proactive, reliable, and confident managing priorities independently., • Excellent organizational skills and attention to detail (you spot issues before they become problems)., • Strong stakeholder management skills with a service-oriented approach., • Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook) and digital tools., • Ability to multitask and prioritize in a fast-paced environment. LANGUAGE SKILLS • English and Spanish: native or bilingual

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