Receptionist and Site Administration (Barcelona Office)

At IFF, we are committed to fostering a diverse and inclusive workplace. We believe in the value of every individual and strive to create opportunities for people of all abilities. As a global leader in taste, scent, and nutrition, we are dedicated to innovation and sustainability while supporting our employees' growth and well-being.

We are seeking a dedicated and proactive Receptionist and Site Administrator to join our Barcelona office team. As the first point of contact for visitors, suppliers, and internal personnel, you will play a key role in managing administrative responsibilities and ensuring smooth daily operations. This role is especially suited to individuals with disabilities, as we value diverse perspectives and aim to contribute positively to social needs, so a Certification of disability is considered an advantage for this position.

Key Responsibilities:

• Welcome and assist visitors, couriers, and suppliers at the front desk.
• Answer and forward incoming calls professionally.
• Manage and sort mail and packages (e.g., DHL, FedEx, Correos).
• Coordinate logistics for visitors, including meeting rooms, parking, catering, hotel, and transport reservations.
• Oversee office maintenance, such as air conditioning, repairs, and periodic inspections, liaising with external suppliers.
• Ensure adequate office supplies, including stationery, beverages, and printer materials.
• Administer employee on-boarding and off-boarding processes (access credentials, laptops, etc.).
• Maintain office rules and order in common areas.
• Provide IT support by controlling on-site hardware stock and addressing technical queries.
• Record and manage visitors and suppliers in the visitors' logbook.
• Propose improvements for site administration and support overall team activities as required.

What We Offer:

• A welcoming and inclusive workplace that celebrates diversity and supports employees of all abilities.
• We place great importance on adapting the role to meet your specific needs, ensuring both your comfort and the successful performance of your duties.
• This position offers job adaptation and working conditions with hours from 8:00 to 15:00, promoting work-life balance.
• Opportunities to contribute meaningfully to an innovative, fast-paced organization.
• Administrative support and training for an effective start in the role.

Qualifications:

• Previous experience in a similar administrative role, front desk or reception.
• Proficient in Microsoft Office applications.
• Fluent in English; additional languages are a plus.
• Excellent organizational and time-management skills.
• Strong interpersonal abilities and a customer-focused mindset.
• High attention to detail and ability to multitask efficiently.

Core Competencies:

• Positive “can-do” attitude with a willingness to assist.
• Initiative and problem-solving capabilities.
• Adaptability to rapidly changing environments.
• Team-oriented and collaborative.

Diversity and Inclusion Commitment: We strongly encourage individuals with disabilities to apply for this position. IFF is an equal opportunity employer, and we are dedicated to creating an inclusive and supportive workplace where everyone can thrive.

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more