Office Administrator / Receptionist, Spain

Office Administrator / Receptionist

Location: Madrid, Spain (office based, Monday – Friday)

Reporting to National Operations Manager, ES

Become part of one of the fastest growing med-tech companies globally.

An exciting opportunity is now available within our customer focused and highly dynamic Spanish Operations team. We are looking for a proactive, organized, and detail-oriented person to join our team in Spain. This is an exciting opportunity to become part of a fast-paced international environment where your contribution will play a key role in supporting the daily operations and continued growth of the business.

As the first point of contact for the Madrid office, you will be responsible for ensuring smooth office operations while providing high-quality administrative support across different functions. We are looking for someone with a positive attitude, excellent organizational skills, and the ability to manage multiple priorities with professionalism and efficiency.

Working alongside an experienced and collaborative team, you will have the opportunity to make a real impact in a role that combines office management, coordination, communication, and operational support.

Responsibilities include:

• Maintaining the smooth running of our office


• Greeting visitors, answering incoming phone calls, answering enquiries, and delivering world-class service to our customers


• Coordinating international travel, flight, hotel, etc. for our colleagues, and VISA arrangements for overseas visitors


• Coordinate office supplies, facilities, couriers, and vendors


• Coordinate meeting room bookings, car park booking, making reservations & placing meeting room reservation notices prior to meetings


• Coordinates set up of meeting rooms prior to meeting to ensure correct table/seating, configuration, refreshments, notepads/pens & IT equipment, etc. Ensure that meeting rooms are cleared after use


• Ensuring all visitors are briefed on the security process upon arrival and always wear a visitors’ badge. Ensure badges are collected before departure


• Assisting the Operations Manager with Facilities management, e.g., liaising with contractors for routine services


• Working with Operations Manager to ensure Health & Safety Policy & Compliance, e.g., ensuring that employees complete H&S assessments routinely and updating information to customers platforms


• Keeps office keys securely stored & organised in the key security cabinet.  Ensures keys are logged in & out accordingly


• Monitoring the Spain office and procurement emails mailboxes and dealing with daily requests promptly


• Keeps telephone lists up to date and circulates routinely to office and field teams.


• Support onboarding activities and general employee administration: business cards, IT equipment, stationery, office induction, etc


• Manage administrative purchases and invoices through Concur/SAP


• Maintain accurate records, documentation, and filing systems


• Fix Asset and Budget management and coordination


• Maintain the office environment with 6S policy


• Provide administrative support to the local Operations team and other departments when required


• You will play a key role in the day-to-day operation, and be a point of contact for international contacts, as required

What are we looking for in you?

• Previous experience in office administration, reception, or office management roles


• Strong communication, collaboration and interpersonal skills


• Native Spanish and fluent in English – both written and spoken

• Strong Microsoft Office skills.

• Experience with ERP (ideally SAP) and Concur would be advantageous but training can be provided


• Comfortable working in a dynamic and fast-changing environment


• Ability to deal with ambiguity and ever-changing priorities


• Ability to work independently while collaborating effectively with different teams


• Strong organizational and multitasking skills with excellent attention to detail


• A proactive, flexible, and solution-oriented mindset

What’s in it for you?

This is an excellent opportunity to join a growing international MedTech company in a role with real day-to-day responsibility and visibility across the business. You will become part of a collaborative and supportive team environment, working closely with both local and international colleagues while playing a key role in ensuring the smooth running of the Spanish office. The position offers a broad variety of tasks, exposure to different areas of the organization, and the opportunity to build long-term experience within a stable and evolving business.

Mindray Europe, as part of the global Mindray business, offers a wide selection of bespoke benefits dependent on your location, along with a competitive compensation package and a commitment to a long-term working relationship.  With industry leading training and development available to you, you are sure to have a highly rewarding and mutually beneficial, career with Mindray, in a culture that values honesty and fun!

Our goal is to continuously improve and sustain an inclusive culture in which diversity provides deeper customer insights and creates a competitive advantage in the markets we serve.  By attracting, developing, and engaging the best team of diverse, empowered associates, we help build success for ourselves and our customers.

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As English is our business language - please submit your CV and application in English.