Job Title : Office Manager
Location : RLB Madrid Office
Reporting to : Regional Lead, Spain
RLB is a major global property and construction consultant, currently embarking on an exciting expansion journey in the UK and Europe. We are currently recruiting for an Office Manager to lead and manage our Spanish office and support the Regional Lead and wider team
Key Responsibilities
Office Management
Day to day running of the office, ensure RLB customer excellence is implemented internally and externally.
Greet all employees and visitors; support and arrange meetings and refreshments.
Ensure the office environment is in line with our values and culture.
Work with other Operations and Office Managers across the business to ensure consistency and efficiency.
Responsible for Health & Safety for the office and team. Including ordering PPE.
Where applicable, overseeing office maintenance, facilities, and environmental items, ensuring records are kept up to date.
Update and apply company policies and procedures.
Management of office budget, tracking expenditure and approving invoices.
Manage and maintain relationships with suppliers, contractors, and service providers.
Manage and order office supplies and stationery.
Update and maintain internal platforms (relevant pages on Connect and other pages).
Organise office socials, events and work with the company and D&I communities to implement initiatives.
Responsible for office communications, ensuring team are up to date with all necessary information.
PA / Team Support
Secretarial and administrative support to the Regional Lead and administrative support to the wider team as needed.
Booking travel and accommodation.
Document production –creating reports, BIDS, presentations, printing and binding.
Ownership of team CV's, review, create and update.
Offer support wherever is necessary to the team – be the go-to person for guidance and assistance.
HR / Recruitment Support
Provide assistance to HR and payroll teams, ensuring consistency across the business.
Overseeing the onboarding process. Monitoring and supporting all new starter processes, working closely with the HR and IT teams. This includes assisting with arranging equipment, carrying out inductions, office tours, arranging probation meetings, ensuring all new starters have completed their Master CV by their 13-week review and it's uploaded to the relevant systems.
Liaise with HR to ensure all personnel records are up to date with new starters, leavers, addresses, qualifications, staff absences.
Monitor sickness and self-certification submissions for the team and liaise with HR.
Assisting with monitoring training completion and also booking courses.
Arrange and monitor the new starter photos in line with the brand guidelines and file.
Assist with VISA and travel documentation.
Compliance Support
Where applicable, oversee compliance, H&S and environmental audits, ensuring successful completion.
Assist with DSE reviews and equipment requests.
Environmental officer – attend all meetings and ensure all KPI's are met.
Oversee and ensure QA/compliance is adhered to in relation to business processes, systems, documents, and job management, providing guidance as necessary.
Managing the local Teams channels – adding new joiners and removing leavers, adding documents, and assisting with the upkeep and compliance of the site.
Candidate Specification
Preferably 3 years' experience in a similar role.
Excellent multi-tasking skills.
Must always maintain a high level of discretion and confidentiality.
Committed team player with a 'can do' attitude.
High level of IT competency, Teams, PowerPoint, Excel, Outlook, and Word.
Bilingual - Spanish and English speaking is required.
Based in the RLB Madrid Office.
At RLB, our aim is to create and enhance an inclusive workplace culture where diversity is not only accepted but valued and built into our company culture, creating opportunity for all. In order to support this, we recognise the importance of flexible and agile working and are open to having conversations on how this could work for you and our business from day one.
If you require any reasonable adjustments to support you during any stage of the application or interview process, please contact our recruitment team at: ******
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