Do you thrive in a fast-paced environment and love keeping things organized? Are you the person everyone turns to for solutions and a positive attitude? If you’re ready to be the heartbeat of a dynamic office, we want you as our Office Coordinator in Madrid!

The opportunity and what we offer

Formalize is scaling rapidly across Europe, and as our new Office Coordinator for our Madrid office, you'll help us make sure the office runs smoothly. The office consists of 30 of our colleagues and has both our France/Benelux, German and Spanish sales team.

In this role, you will report to the General Manager in the office and have a close collaboration with our People team in Aarhus.

• Join a diverse, social, and collaborative team across multiple countries
• Be part of a fast-growing international SaaS company
• High level of trust and autonomy

Your responsibilities

You'll take the lead in managing our office in a way that foster connection and collaboration. You’ll play a key role in maintaining a welcoming and organized environment for our team while supporting day-to-day administrative functions.

Office Management:

• Enhance office environment for employee satisfaction.
• Manage IT setup (laptops, headsets, monitors).
• Oversee office setup and decor (furniture, plants, whiteboards).
• Coordinate providers of snacks, supplies, and lunch.

Event planning:

• Coordinate with external partners (e.g., Attico) to reserve spaces
• Prepare required resources, such as snacks, furniture, and decorations
• Manage our merchandise stock for events and employees in collaboration with Marketing

People-related tasks:

• Manage on- & offboarding processes for employees in the Madrid office.
• Assist People Operations with projects as needed.
• Help with our yearly summit trip - planning, booking travel and accommodation, etc.

Qualifications and about you

• Able to work 20-30 hours a week, flexible hours to suit your schedule
• Fluent in Spanish & English (both spoken and written)
• Proactive, organized, and able to multitask
• Experience with operational tasks or previous office management is seen as a plus

If you’re passionate about creating a well-organized, efficient, and positive workplace environment, we’d love to hear from you!

About Formalize

Formalize is a tech company founded in 2021 with offices in Aarhus, Copenhagen, Milan, and Madrid. Currently, we have a team of more than 120+ people from 13 nationalities operating in multiple European markets and are one of the fastest-growing SaaS scale-ups.

Our journey started within the whistleblowing compliance sector, highlighted by the award-winning Whistleblower Software by Formalize, laying the foundation of our success story.

This initial chapter has been about whistleblowing compliance and meeting those regulations. Along the way, we established strong partnerships and a base of satisfied customers. Our commitment was recognized through the best customer support, which earned us a reputation as a customer-centric pioneer. But now, we have extended our expertise to a larger compliance universe, including data compliance, risk, and privacy.

Formalize helps companies effortlessly navigate and stay ahead in the ever-changing compliance landscape. Our platform adapts to regulatory changes, continuously adapting to meet and foresee our users' evolving needs, ensuring businesses remain compliant and confident in their operations.

Traits that describe our culture and employees:

• We are all very goal orienteered and hardworking
• We are responsible, and we like accountability
• We are connecting, and we like to build meaningful relationships
• We are optimistic and like to laugh and have a positive atmosphere
• We like to dream big and to have clear visions for the future

Test in the recruitment process

We use talent profiles in the recruitment process. After sending your application, you will receive a link to the test.

Experience shows it provides the best experience for both candidates and our company. It's not about answering right or wrong, but whether one's talents match the context in which you will work. We want to hire a colleague who thrives and flourishes with us, and therefore, we are looking for an employee who will be a good fit with Formalize with

• Fit between the person and work tasks
• Fit between the person and the colleagues in the team
• Fit between the person and the role

We know that when this is staged optimally, you thrive and succeed much better in your job.

Recruitment Process

• Send application and upload relevant information
• Completion of Talent test
• 15-minutes interview with our Talent Acquisition team
• 60-minutes in-office interview with our General Manager 

Apply by attaching your resume and other relevant information, and you will hear from us soon!

We will hold interviews and hire on an ongoing basis. For more information or questions, don't hesitate to get in touch with the responsible recruiter on the Talent team.