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ADMINISTRATIVE MANAGER

Are you a highly-organised and dynamic administrator who's passionate about people-centred design, innovation and hands-on research projects? Join our team!


Fab Lab Barcelona is part of the Institute for Advanced Architecture of Catalonia, which supports different educational and research programs related to the multiple scales of the human habitat. It engages in European research across numerous lines of enquiry, including design, distributed manufacturing, cities and culture. 

We seek the newest member of our small but effective team that will help us consolidate our growth:

  • You think great projects aren’t the result of a single person but collaborative teamwork.
  • You believe the strength of the team is each member and the power of each member is the team.
  • You are not afraid to work in a constantly changing and evolving environment.
  • You are a highly organised self-starter who enjoys teamwork but can work independently. 
  • You’re looking to work with 30 passionate individuals on more than 20 meaningful projects and are a mission-driven, detail-oriented, and efficient administrator; our team is for you! 

Main Responsibilities: 

  • Become the main contact point between the central services (HR, Finances, Infrastructure, IT) and the team.
  • Manage team calendars, shared spaces booking, schedule group meetings and coordinate appointments.
  • Develop space use policies and procedures, and ensure they are correctly implemented.
  • Manage the overall team Gantt chart with project leads and the executive director.
  • Support the team to manage the laboratories and workshops inventory, place orders as necessary and lead office supplies management.
  • Coordinate with the IT department on all office equipment: purchases, repairs, swaps and software licenses.
  • Assist the team with hiring processes and protocols, ensuring holidays and days off, and coordinating actions with the executive team.
  • Consolidate team policies and procedures (onboarding, offboarding) into a handbook. 
  • Support information management: properly manage and consolidate shared folders and former archive projects and support onboarding of new projects.
  • Support administrative processes to manage open calls, recurrent partnerships and other paperwork in coordination with the EU and Financial office.
  • Work collaboratively with colleagues in the team and undertake other duties as reasonably required by the executive team.

Competences (Experience, Knowledge and Skills):

  • Bachelor’s degree in business administration, management, or a related field
  • 2-5 years of work experience in assistant management or similar role
  • Strong organisational and time management skills and ability to prioritise
  • Must be a self-starter and driven
  • Strong problem-solving skills and analytical abilities
  • Must be proficient with Microsoft Office and Google products

Specific Requirements: 

  • A working permit for Spain
  • Fluent in English and Spanish
  • Catalan is a plus – other languages are a bonus

CONTRACT DETAILS 

  • Full-Time position (40 h week, from Monday to Friday) based in Barcelona at Fab Lab Barcelona HQ (Carrer de Pujades, 102)
  • Preliminary start date: 01 November 2022 
  • Gross Salary: 24,000€ per annum, negotiable based on experience

DEADLINE AND APPLICATIONS SUBMISSION

Send your CV, documents required in the general basis and a Cover Letter to [email protected] with this subject: “TEAM ADMINISTRATIVE MANAGER”

The selection process will be carried out at: https://iaac.net/eu-projects-job-offers/  Publication date: 11th October 2022