The Office Manager/Team Assistant role is a permanent position, reporting directly into the Country Manager and working alongside the team in the Madrid and Barcelona offices. The overall purpose of this role is to perform generalist office management and administrative duties, as well as assisting the Spanish team with tasks and being the first point of contact for any issues which arise day-to-day.
The successful candidate will be a point of contact for external guests both in person as well as on the phone, so a pleasant, friendly and approachable disposition is essential.
Main Responsibilities:Receive all incoming telephone calls and visitors to the Madrid office and monitor all call outsMaintain accurate log of entry keys/issuing new keysMaintain stock, including, ordering and restocking all office suppliesImplement and monitor sustainable practices for office operationsMaintain office efficiency by planning and implementing office systems and equipment procurementEnsure office is compliant with regulations including first aid trained staff, evacuation procedures, health and safety etcSet up the office each day and maintain general cleanliness and tidinessSet up rooms for meetings, including ordering food, serving drinks, and following up on other requestsManage and maintain electronic equipment for staff, including troubleshootingLiaise with HR team to assist with onboarding of new joiners, including IT and office set upHotel and travel bookings for staffDiary Management for Country Manager, SpainCoordinate employees' business expenses, including the Country Manager and other Senior ManagersRegularly liaise with building management and landlord on building issuesAssist with the planning of management meetings and senior management related eventsAssist in the organisation of team eventsDaily administrative tasks for Spanish teamSupport with organising business trips and asset toursExpense processing support (Concur)Communication with Head Office Finance teamMonitor invoicing process via our financial and asset database, HorizonSupport in preparing and executing the Marketing business plan, including coordination with internal and external stakeholdersAssist in preparation of presentations and documents for internal and external useAssist in collecting signatures for contracts as required.Skills, Knowledge and Experience:The Office Manager must possess the following:
A friendly and outgoing dispositionA pro-active, can-do attitude with the ability to use initiativeAbility to operate to tight deadlines and remain calm under pressureA strong team player, able to benefit from other individuals' experience and, in turn, support the teamExcellent telephone manner with good communication skills, both oral and writtenExcellent attention to detailHigh level of IT competence, with strong capabilities using MS OfficeFluency in English and Spanish (other languages, desirable)
#J-18808-Ljbffr
