Administrative Specialist – LONGi Madrid Office

Tasks and Responsibilities

1. Execute company’s administration policies, procedures and management including office management, fixed assets management, company car management, travel support such as ticket/hotel/accommodation, meeting/annual party events, team building, employee recognition and so on.

2. Manage day-to-day administration actives including office management, invoice process, purchasing, stationary, company car/mileages, fixed assets, accommodation management and access control.

3. Responsible for daily management of company - leased employee dormitories, including arranging check - ins, scheduling cleaning, procuring dormitory items, purchasing insurance, and coordinating lease renewals.

4. Assist in the compilation of the annual administrative budget, and monitor monthly administrative expenses and ensure accurate payment processing. Reconcile expense accounts and report any discrepancies to the supervisor.

5. Assist in the process of visa invitation letter issuance, coordinate with relevant departments and external parties.

6. Meetings or events support.

7. Support admin vendor assessment and selection as well as payment.

Requirements

1. Currently enrolled in a relevant degree program (e.g., Business Administration, Management, or related fields) or have recently graduated.

2. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint). Strong Excel skills are required for budget analysis and expense tracking.

3. Excellent communication skills in Spanish and English. Ability to communicate effectively with local suppliers and international teams.

4. Good organizational and multitasking abilities. Capable of handling multiple tasks simultaneously and meeting deadlines.

5. Knowledge of local Spanish business practices and regulations related to administration is an advantage.

6. Basic administrative experience, such as internships in an office environment, is preferred. Familiarity with administrative processes, including budgeting, procurement, and office management, is a plus.