Job Summary:
Our corporate activities are growing rapidly, and we are currently seeking a full-time office based Office Assistant to support our team at our office in Madrid, and to provide remote administrative support to our home based team in Portugal. This position will work in a team to accomplish tasks and projects that are instrumental to the company's success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.
Responsibilities:
Work from the office reception desk, meet and greet clients, vendors and staff, answer main office phone and transfer calls, distribute accurate messages, coordinate incoming and outgoing courier and mail services.
Assist the Regional Facilities Manager in property projects such as relocation, lease renewal and internal office moves and fit outs.
Assist Facilities team with coordinating repair and maintenance with vendors, landlord. Works closely with Facilities Management on supply ordering/management, and follow up on vendor performance (housekeeping, repair vendors, etc.);
Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building and grounds, value for money and consistently high standards.
Work with HR and IT to welcome and onboard new starters to the Madrid office including parking and office assignments.
Work closely with the local IT function where required on day to day business and relocation projects.
Assist with development and implementation of health and safety procedures for a local office.
Submit office expense invoices within allocated budget, escalating approval when necessary.
Update and maintain databases such as mailing lists, contact lists and client information.
Assist in the coordination and organisation of meetings, events and appointments.
Monitor and maintain office supplies.
Use internal facilities management software to manage planned and reactive maintenance tasks.
Under direction of the Finance function, may support local invoice flow; responsible for receiving and managing all the coming invoices using internal finance/invoice management systems.
Work closely with the Regional Facilities Manager to provide reporting and information for country budget planning for facilities-related costs.
Qualifications:
Excellent knowledge of English language, spoken and written.
High school diploma or equivalent.
Good experience in office administrative services/office management.
Basic knowledge of office management, Health and Safety, Risk Assessments and emergency procedures required.
Knowledge of MS Word, Excel, and PowerPoint.
Strong communication skills (both written and verbal).
Excellent organizational and prioritization skills with a high attention to detail.
Travel: None
We kindly ask to send applications in English.
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