Our client, a Real Estate investment firm is currently looking for an Office Manager to provide support to their specialist team.

Responsibilities (not limited to) include:

Office Administration

• Administration of the workplace, overseeing the smooth running of the office and arranging any maintenance as required
• Acting as the first point of contact. Liaise with providers/suppliers, establish relationships and follow up (catering, cleaning, stationary etc.) and manage respective invoice and payments
• Acting as face of the firm, receiving visitors and front of house duties
• Manage contacts and database
• Archiving of documentation
• Responsible for IT software & hardware implementation, repair and arranging new starter kits
• Implementing Health and Safety policy in the office and organising risk Assessments
• Monitor and maintain office supplies.

Team Support

• Assisting the team with presentations and necessary reports, liaising with internal and external parties involved in projects
• Travel arrangements (flights, train tickets, car hire, hotels) for team as required
• Expense reports, petty cash and reconciliation of credit cards
• Act as the “go to” person for administrative needs and providing ad hoc support

Compliance

• Overseeing compliance, ensuring the firm is adhering to necessary regulations
• Ensure that local office is compliant in latest data protection law
• Managing relevant KYC and AML documentation :
• Collect client identification documents (DNI, passport, company docs)
• Maintain well organised compliance files
• Ensure contracts and records are properly stored
• Track missing documentation
• Make sure teams follow internal admin protocols
• Support preparation of audits or internal reviews
• Help organize AML training sessions for staff
• Circulate compliance updates internally

Candidates must be bilingual in English/Spanish and have previous experience

working as an Office Manager or Executive Assistant ideally in the Real Estate or Investment sectors. A solid grasp of standard Tech and applications (Office, Mac, Google Workspace, Zoom, Slack, CRM software etc.) is required. The ideal candidate will be personable, proactive and able to work independently.

This role is office based.

Location - Madrid, Almagro

Salary - Dependent on experience

Timetable - 08.30-18.00 Monday-Thursday, 08.30-14.00 Friday

Contract - Permanent, subject to trial period

Incorporation - Immediate

Candidates are kindly requested to refrain from applying to multiple job postings. Applicants will automatically be considered for other open roles should their qualifications and experience closely align.

VSS is a recruitment firm committed to merit-based selection and non-discrimination under Spanish and EU law.

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Victoria Selection & Search will process all personal data received during the recruitment process in strict confidence and solely for the purpose of assessing the suitability of candidates for the advertised position. Data may be retained for the duration of the process and, where appropriate, for future professional opportunities of a similar nature, unless the candidate requests its deletion.

All information shared throughout the selection process will be handled with the utmost confidentiality by both Victoria Selection & Search and the end client.

By submitting an application, the candidate consents to the processing of their data for the purposes described above and confirms that all information provided is true and up to date.

Victoria Selection & Search tratará los datos personales recibidos durante el proceso de selección con la máxima confidencialidad y exclusivamente para evaluar la idoneidad de las candidaturas en relación con el puesto ofertado. Los datos podrán conservarse mientras dure el proceso y, en su caso, para futuras oportunidades profesionales similares, salvo que la persona candidata solicite su supresión.

Toda la información intercambiada durante el proceso será gestionada con estricta confidencialidad tanto por Victoria Selection & Search como por el cliente final.

Al enviar su candidatura, la persona interesada consiente el tratamiento de sus datos con los fines descritos y declara que la información proporcionada es veraz y actualizada.