Office Manager
Apex Group Ltd (UK Branch)
Operations
Valencia, Spain
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
Role: Office Manager
Location: Valencia
Employment Type: Full time - Permanent
Role summary:
As Office Manager, you will ensure the smooth day-to-day running of the Valencia office, acting as the main point of contact for employees, clients and external partners. You will oversee reception, office operations and facilities, support employees and visitors, coordinate onboarding and offboarding, and work closely with vendors and building management. You will also play a key role in maintaining a positive workplace environment, while supporting Health & Safety and ensuring compliance with local administrative and regulatory requirements.
Key Responsibilities:
- Reception & Front Office Management
Act as the main point of contact for the office, managing reception, calls, visitors, couriers, meetings and events.
Oversee day-to-day office organisation including meeting rooms, kitchen, storage, and supplies.
Coordinate with clients, employees and external vendors to ensure smooth office operations.
- Office Management & Facilities
Manage daily operations of the Valencia office, ensuring a well-functioning and organised workplace.
Liaise with building management and service providers (maintenance, cleaning, suppliers).
Coordinate office maintenance, repairs and workspace improvements.
Monitor office needs, manage supplies and support purchasing activities.
- Employee Support & Office Coordination
Provide ongoing support to employees and act as a key office contact.
Assist teams with day-to-day coordination and administrative needs. Also welcoming visitors and ensure a professional office experience.
- Onboarding & Offboarding
Coordinate onboarding and offboarding processes, including IT equipment, access and documentation.
Deliver office inductions and ensure new joiners are integrated into teams and systems.
Track and manage office assets and access records.
- Health & Safety
Act as a local contact for Health & Safety (PRL - Prevención de Riesgos Laborales) matters.
Coordinate with external providers for training, medical checks and compliance activities and support implementation with maintenance of workplace safety standards.
- Compliance & Administration
Support statutory and compliance requirements, including documentation with Notaries, Mercantile Registry and Apostille processes.
Assist with local insurance, equality plans, and regulatory obligations.
Coordinate documentation for business visitors (e.g. A1 certificates, local authorisations).
Skills needed:
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 and Spanish.
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.
What you will get in return:
Private health insurance.
27 working days holiday + Public holidays
Opportunities for professional development.
Professional Development (CPD) and Study Guidance programs
Positive and hospitable work environment.
Opportunity to work with a diverse, agile and global team.
Exposure to all aspects of the business and cross-jurisdiction.
A genuinely unique opportunity to be part of an expanding large global business + more
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.