OFFICE COORDINATOR

Your duties and responsibilities:

Support the set-up of the initial logistics and administration of the La Palma office
Oversee day-to-day office operations, including maintenance of facilities, supplies, and equipment
Be the first point of contact for local visitors, calls, and correspondence
Manage local vendor relationships and negotiate contracts for office services and supplies, preparing and following up purchase requests, travel arrangements, and shipments, following the Central Organisation rules
Support in organising local internal and external meetings and events, and organising travel arrangements and shipments, as needed
Write down and distribute minutes of meetings, as requested
Support and administrate the integration of new staff for the CTAO-North site by, e.g., providing equipment, registering with local authorities, coordinating safety training, as required
Liaise closely with the administrative staff of the CTAO headquarters in Bologna
Support all local administrative in-person activities when needed, e.g. liaise with local authorities and consultants
Translating correspondence and other documents from English to Spanish and vice versa, when required
Organising and maintaining other internal documents for the La Palma office, using the CTAO EDMS system to effectively file and archive relevant documentation
Other duties as requested by supervisors or per the organisation’s needs


Your skills and qualifications:


University education in technical administrative studies or equivalent, e.g. business administration, hospitality management, or related fields
At least five years of prior professional experience in a similar position, ideally in an international environment
Demonstrated capacity to perform the described duties and responsibilities
Experience in managing and maintaining multiple-issue administrative tasks
Strong organisational, time management, and office skills
Ability to work under pressure in an office with varied demands and competing priorities both in a team and independently
Client-oriented with excellent communication and interpersonal skills
Excellent command of English and Spanish (both oral and written); knowledge of Italian and/or of German would be an advantage
Good computer literacy (e-mail, word processing, spreadsheets, presentations)
Possession of a valid driver’s license to operate automobiles


Your supervisor: Travel & Office Manager

Your duty station: the place of work will be the CTAO office in Brena Baja (Monday to Friday). Occasional trips to the observatory or to other locations may be required.

What we offer:

A competitive salary and benefits package, with the salary based on the candidate's experience and ability
Opportunities for professional growth and development
Flexible working hours and partial remote work options


Apply on BambooHR: https://ctao.bamboohr.com/careers/42?source=aWQ9MTE%3D
Deadline for applications: 5 April 2025

For more information about the CTAO please visit www.ctao.org.  For more information on the advertised position please contact ctao-hr@cta-observatory.org.

Applications are accepted without distinction on any grounds of gender, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, gender identity, property, birth, disability, age or sexual orientation.