Operations & Administrative Assistant (Part time)

👋 About Boundless Life

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.

Since our founding in 2021, we’ve expanded to seven global locations, bringing together over 180 team members from diverse backgrounds. Our rapid growth reflects our commitment to transforming the experience economy and making a meaningful impact on how families integrate work, education, and exploration into their lives.

Join us in pioneering a new way of living, enabling families to thrive in a connected and dynamic world.

🙌 The Role

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 role is ideal for someone who thrives in a dynamic environment and enjoys handling a variety of tasks that keep our locations running efficiently. As a true generalist, you will provide hands-on support for a wide range of tasks across teams and functions as needs arise. This is a part-time position, 2.5 days per week, 8 hours per day. Depending on the performance and evolving business needs, there is a possibility to convert to full-time.

🌟 What You’ll Do

Finance & Administration

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.

Contracts & Documentation

Coordinate/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.

Onboarding & Team Support

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. This includes, but is not limited to, scheduling sessions, coordinating materials, updating guides, and facilitating communication among stakeholders.

Logistics & Procurement

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 (ECAs), field trips, and other community events.

Budget, arrange transportation, and coordinate teams for event execution.

General Support

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

🔹 Success Metrics

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.

💝 About You

Excellent communication skills in English & Spanish.

Must be based in Estepona.

Your experience in administration, finance support, or operations in fast-growth startups.

You are highly organized and can manage multiple priorities at once.

Your adaptability, flexibility and to thrive in ambiguous environments.

You have experience with finance systems, budgeting, and invoice tracking.

You are comfortable working in a fast-paced, multicultural environment.

Your can-do attitude, you do what it takes to contribute to the success of the team

You have strong communication and coordination skills.

You can problem-solve independently while collaborating with different teams.

Experience in hospitality, education, or real estate administration.

🚀 Why Join Us?

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 here

✨ What's Next?

First call (30 min) – Chat with our Recruiter.

Interview with the General Manager (45 min) – Deep dive into your experience and approach.

Final check-in (optional) (30 min) – Wrap-up conversation to clarify any doubts

Our final steps include reference checks and a personality assessment. The assessment isn't used to evaluate your candidacy—it's a tool to help us work well together from day one.

The process might change slightly as we go along, but we’ll keep you informed at all times.

Want to know more about working at Boundless Life? Check out our story !

If you’re ready to take on a dynamic role and make a real impact, we’d love to hear from you!