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 outs
Maintain accurate log of entry keys/issuing new keys
Maintain stock, including, ordering and restocking all office supplies
Implement and monitor sustainable practices for office operations
Maintain office efficiency by planning and implementing office systems and equipment procurement
Ensure office is compliant with regulations including first aid trained staff, evacuation procedures, health and safety etc
Set up the office each day and maintain general cleanliness and tidiness
Set up rooms for meetings, including ordering food, serving drinks, and following up on other requests
Manage and maintain electronic equipment for staff, including troubleshooting
Liaise with HR team to assist with onboarding of new joiners, including IT and office set up
Hotel and travel bookings for staff
Diary Management for Country Manager, Spain
Coordinate employees' business expenses, including the Country Manager and other Senior Managers
Regularly liaise with building management and landlord on building issues
Assist with the planning of management meetings and senior management related events
Assist in the organisation of team events
Daily administrative tasks for Spanish team
Support with organising business trips and asset tours
Expense processing support (Concur)
Communication with Head Office Finance team
Monitor invoicing process via our financial and asset database, Horizon
Support in preparing and executing the Marketing business plan, including coordination with internal and external stakeholders
Assist in preparation of presentations and documents for internal and external use
Assist in collecting signatures for contracts as required.
Skills, Knowledge and Experience: The Office Manager must possess the following:
A friendly and outgoing disposition
A pro-active, can-do attitude with the ability to use initiative
Ability to operate to tight deadlines and remain calm under pressure
A strong team player, able to benefit from other individuals' experience and, in turn, support the team
Excellent telephone manner with good communication skills, both oral and written
Excellent attention to detail
High level of IT competence, with strong capabilities using MS Office
Fluency in English and Spanish (other languages, desirable)
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