Operations & Administrative Assistant (Part time)
5 days ago
Estepona
Boundless Life is redefining the way families live, work, and learn by offering a unique nomadic lifestyle that blends professional commitments with enriching personal growth. We provide family-friendly accommodations, an innovative education system that travels with you, and vibrant communities for families who share a passion for exploration. Our mission is to create immersive "live abroad" experiences that foster connections, growth, and lifelong learning. As an Operations & Administrative Assistant, you will play a key role in ensuring smooth operations across all teams on-site, with a primary focus on administration-related tasks. You will support both the Education and Hospitality crews while working closely with the General Manager (GM) and Education Center Director (ECD) to manage finance-related processes, hiring administration, contracts, budgeting, logistics, and operational planning. This is a part-time position, 2.5 days per week, 8 hours per day. Depending on performance and evolving business needs, there is a possibility to convert to full-time. • Upload invoices to the finance system and track payments., • Book invoices and landlord receipts into Payhawk., • Maintain a finance tracker for budgeting and planning., • Calculate monthly charges for team members staying in Boundless Homes., • Process team invoicing for rent and bills monthly., • Track invoices, budgeting, and financial planning for events, teaching resources, and purchases., • Coordinate with the accounting office and local authorities for hiring administration., • Prepare and maintain monthly/annual documentation for labor authorities., • Update and maintain accurate property information across various internal property records., • Coordinate and mediate contract drafting and signing for vendors, landlords, and team members., • Update files related to property descriptions, lease terms, and rental agreements with guidance., • Support the administrative side of real estate expansion., • Assist in drafting agreements with service providers and third parties., • Handle all administrative communication for new team members, including housing arrangements, arrivals, and general support., • Prepare and organize files and presentation decks for pre-arrival webinars, operational tasks, new cohorts, and community events to ensure a seamless onboarding experience for new team members and families., • Order and track cleaning supplies, classroom materials, and operational resources., • Oversee equipment upkeep and supply inventory management., • Manage the procurement and distribution of swag for new students., • Provide administrative planning and logistics support for extracurricular activities, field trips, and other community events., • Budget, arrange transportation, and coordinate teams for event execution., • Support cohort turnover weeks, helping teams prepare for guest arrivals and departures., • Provide coverage during team member vacations, absences, or leaves., • Participate in key events, such as welcome ceremony, to provide support where needed., • Assist team members to curate experiences, services and other offerings., • Be available to occasionally support or attend team gatherings, location events, or key activities that may take place outside of standard working hours., • Monitor community channels and support team members to respond to questions and requests on time., • Provide support with any other administrative tasks as requested., • High NPS scores., • Efficient and timely processing of invoices, contracts, and administrative tasks., • Well-organized logistics for events, onboarding, and procurement., • High satisfaction from team members and leadership regarding administrative support., • Excellent communication skills in English and Spanish., • Must be based in Estepona., • Experience in administration, finance support, or operations in fast-growth startups., • Highly organized and can manage multiple priorities at once., • Adaptability, flexibility and resilience to thrive in ambiguous environments., • Experience with finance systems, budgeting, and invoice tracking., • Comfortable working in a fast-paced, multicultural environment., • Can-do attitude, contributing to the success of the team., • Strong communication and coordination skills., • Problem-solver able to work independently while collaborating with different teams., • Experience in hospitality, education, or real estate administration., • The world is your oyster – immerse yourself in inspiring destinations while you work., • Meaningful impact – create environments where children and families thrive together., • Experience curation – design authentic cultural moments that become lifelong memories., • Community building – foster deep bonds between global families and enable childhood friendships across borders., • Work-life integration – structured schedules with time to explore and recharge., • Family benefits – enjoy discounted tuition for your children at our Boundless Schools. Take a look at our policies and benefits. #J-18808-Ljbffr
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