Workplace Operations Specialist

📋 Description

• • At Codeway, we are on an exhilarating mission to build and publish mobile applications that achieve rapid, widespread adoption, reaching millions of users globally. Our success is evidenced by a consistent stream of category-leading applications, including the world-renowned Cleanup (#1 iPhone storage cleaner), the top AI face editing app in the US, Retake AI, and Learna AI, which holds the position of the leading AI language learning app worldwide. This impressive portfolio extends to over 50 other applications spanning productivity, edtech, wellness, and entertainment, all of which are actively shaping the future of consumer mobile technology.
• • Since our inception in 2020 with a focused team in Istanbul, Codeway has experienced remarkable growth, evolving into a dynamic global entity with over 300 dedicated employees. With an accumulated total of over 400 million downloads and a significant international presence, we have firmly established ourselves as one of Europe's fastest-growing consumer tech companies. Our strategic expansion now brings us to Barcelona, marking the beginning of our next significant chapter.
• • We are committed to cultivating the people, systems, and culture necessary to propel Codeway into its next phase of scaled growth. Joining us means becoming an integral part of one of the most exciting and impactful growth journeys the Barcelona tech scene has ever witnessed. We are building an environment where innovation thrives and where every team member contributes to our collective success.
• • About the Role: Workplace Operations Specialist
• • At Codeway, we view our workplace as far more than just a physical office; it is a meticulously designed environment engineered to foster intense focus, spark creativity, and enable peak performance. As a Workplace Operations Specialist in our Barcelona hub, you will play a pivotal role in ensuring that our daily operations run with seamless efficiency and are maintained to the highest possible standards. This multifaceted role expertly blends operational excellence with meticulous vendor coordination and dedicated employee support. Your contributions will be instrumental in maintaining a flawlessly functioning workplace while simultaneously driving continuous improvements in our processes, enhancing service quality, and elevating the overall employee experience.
• • Key Responsibilities:
• • Workplace Operations & Environment Management:
• • Oversee and manage the comprehensive day-to-day operations of the office, encompassing all aspects from general maintenance and cleaning schedules to the provision of food and beverage services and efficient waste management systems.
• • Conduct regular, thorough walkthroughs of the office space to proactively identify any potential issues, address them promptly, and ensure that all workplace standards are consistently met and maintained at an exceptional level.
• • Act as the central point of coordination for all repair and maintenance requests, meticulously ensuring that resolutions are achieved in a timely manner with the absolute minimum disruption to daily work activities.
• • Manage the inventory of office supplies and equipment, diligently maintaining appropriate stock levels to prevent shortages and ensuring all equipment is in optimal working condition for employee use.
• • Vendor & Service Provider Coordination:
• • Serve as the primary liaison with all external vendors and service providers, ensuring that the quality of services delivered is consistently high, reliability is unwavering, and cost-efficiency is maximized.
• • Actively monitor the performance of all vendors and service providers, paying close attention to their response times and the quality of their service delivery.
• • Take the lead in obtaining and comparing quotes from various suppliers, providing essential support for procurement processes, and diligently tracking all purchase orders to maintain financial accuracy.
• • Maintain an organized and up-to-date repository of all vendor contract documentation, including meticulous tracking of renewal timelines to ensure continuity of essential services.
• • Administration & Budgetary Support:
• • Efficiently process all incoming invoices and maintain precise records of purchase orders and all workplace-related expenses, ensuring financial transparency and accuracy.
• • Maintain accurate and detailed records of operational costs, providing essential support for effective budget monitoring and financial planning.
• • Actively contribute to cost-efficiency initiatives by proactively identifying opportunities for process improvements, operational optimizations, and resource allocation enhancements.
• • Stakeholder Support & Internal Communication:
• • Serve as the primary point of contact for all workplace-related inquiries and requests originating from both employees and external vendors, ensuring prompt and effective resolution.
• • Manage and disseminate internal communications pertaining to any workplace updates, operational changes, or important announcements, ensuring all staff are kept well-informed.
• • Provide comprehensive logistical and coordination support for internal events, team-building activities, and various workplace projects, ensuring smooth execution.
• • Efficiently handle and track incoming requests through our designated collaboration and ticketing systems, ensuring complete visibility, responsiveness, and timely resolution for all issues.
• • Continuous Improvement & Performance Reporting:
• • Diligently track key operational metrics, including but not limited to ticket resolution times, vendor performance benchmarks, and overall workplace efficiency.
• • Proactively identify recurring issues or systemic problems within workplace operations and propose well-structured, data-driven improvement plans.
• • Consistently contribute innovative ideas and actionable suggestions aimed at elevating the overall employee workplace experience, while simultaneously upholding rigorous operational discipline and efficiency.