HR & Office Associate

About Us

Nalanda is a leading Spanish multinational dedicated to bridging the gap between large companies and their suppliers through an innovative digital platform. Our platform streamlines business processes such as document exchange, purchases, invoices, and vital business information. We specialize in coordinating activities between contractors and their suppliers, minimizing costs, time, and risks, while fostering transparent and effective business relationships.

We are a dynamic, forward-thinking company committed to building an inclusive workplace where talent thrives. At Nalanda, we believe that the development of people drives organizational success. Join us as we continue to build a culture of growth, inclusivity, and excellence.

We are also part of Once For All, an international group with a presence in the UK, France, Latin America, and more than 1,000 people working on digital solutions for supply chain management and regulatory compliance.

Role Summary

We are looking for a highly organised and proactive HR & Office Analyst to join our team. In this role, you will be responsible for providing administrative and operational support to ensure the smooth running of daily office activities.

You will also be the first point of contact for visitors, suppliers and employees, providing a professional and welcoming experience. The HR & Office Analyst plays a key role in maintaining an efficient, organised and productive working environment.

Key responsibilities

Office Operations & Reception

• Welcome and assist visitors, suppliers and employees at reception, ensuring a warm and professional experience.
• Handle incoming telephone calls, emails and messages directed to the office.
• Monitor access to the office and register visitors according to established policies.
• Ensure compliance with basic office rules related to order, safety and security.

Administrative Support

• Support general administrative tasks such as filing, photocopying and drafting simple documents.
• Prepare and send monthly internal communications related to office updates, procedures or events.
• Resolve day-to-day operational issues such as meeting room conflicts, minor office incidents or urgent supply needs.

Office Supplies & Supplier Management

• Manage office supplies and place orders when necessary.
• Liaise with suppliers for ongoing needs including maintenance, materials, catering or building services.
• Coordinate the receipt of goods, services and supplies from vendors.
• Maintain an updated register of suppliers and deliveries.
• Ensure efficient use of office resources, promoting sustainability and cost awareness.

Meetings, Events & Travel

• Assist in organising internal meetings, including booking rooms and preparing materials.
• Coordinate services such as catering, courier or maintenance when required.
• Organise internal events such as team-building activities, company gatherings, Christmas dinners or cross-team meetings.
• Manage flight bookings, hotel reservations and travel logistics for employees when required.

Onboarding & Office Support

• Provide a welcome tour and basic office onboarding support to new employees, explaining office processes and resources.
• Manage shipments and materials sent to project sites.
• Maintain and organise the storage room or warehouse, ensuring items are labelled, categorised and easily accessible.

Qualifications

• Completed secondary education or technical degree in Administration, Executive Assistance or related fields.
• Advanced English (written and spoken).
• Strong digital literacy and ability to quickly learn new tools.
• Excellent organisational skills and strong attention to detail.
• Ability to remain calm and solution-focused in challenging or unexpected situations.
• Strong communication skills and professionalism when interacting with colleagues, suppliers and external visitors.

What we offer

Flexible benefits.

A dynamic and inclusive workplace with opportunities for growth and development.

The chance to make a significant impact on our organizational culture and talent strategy.

Competitive compensation and benefits package: salary range 18.000€ - 28.000€