Job Title: Administrative Assistant

Location: Madrid (Leganes), Spain

Reports to: Head of Administration

Job Type: Full-time

Position Summary:

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support in managing the day-to-day operations resulting from the opening of a new office building, located adjacent to our original premises. The successful candidate will play a key role in ensuring a smooth transition, efficient coordination between both office sites, and optimal workplace functionality.

Key Responsibilities:

1. Office Operations and Logistics

• Coordinate and oversee office setup tasks (e.g. furniture, supplies, access cards, utilities).
• Maintain inventories of office supplies and place orders when necessary.
• Support the allocation and management of office space, desks, and shared areas.
• Liaise with vendors, maintenance, and building management as required.

2. Coordination Between Buildings

• Serve as a point of contact for internal staff moving between the two buildings.
• Organize and maintain shared services (e.g. meeting rooms, printers, reception coverage).
• Assist in implementing and maintaining protocols for building access, security, and communication.

3. Administrative and Clerical Support

• Prepare and distribute internal communications, reports, and memos.
• Support managers with meeting scheduling, documentation, and follow-up actions.
• Assist with filing, data entry, and document management across both locations.

4. Visitor and Event Management

• Welcome visitors and ensure proper check-in procedures.
• Support the organization of internal events, visits, or team gatherings in the new space.

5. Health, Safety, and Compliance

• Help ensure compliance with workplace safety regulations and company policies.
• Maintain records related to health & safety checks, emergency procedures, and occupancy tracking.

Requirements:

• Proven experience in an administrative or office support role.
• Excellent organizational and multitasking abilities.
• Strong communication skills (written and verbal).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Problem-solving mindset and proactive attitude.
• Fluent in Spanish and English, with Mandarin a plus
• Well organized and detailed

Preferred Qualifications:

• Experience supporting office especially in opening new site.
• Familiarity with facility management systems or tools.
• Basic knowledge of occupational health and safety standards.
• Experience in production site support

Why Join Us?

This is a unique opportunity to contribute to a growing organization during an exciting phase of expansion. You’ll play a pivotal role in shaping the operational efficiency of our new workspace while supporting a dynamic and multi-cultural team environment.