Office Manager/Team Assistant

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)