Our client, a technology consulting business, is looking for a Bilingual Business & Office Administrator to support the smooth running of the new Madrid office, and play a key role in building our growing the business and team’s culture. This multifaceted role touches on office operations, business administration, and team coordination and closely supporting the Country Director. 

The remit for this position is wide and includes (but is not limited to): 

Business Administration / EA

• Act as the “go-to” person for administrative needs in the Madrid office
• Support office agenda, one-off initiatives and other ad hoc project, tracking and prompting on key deliverables and follow up on outstanding items
• Support the design and implementation of internal business processes and operations, as well as maintenance of reports, databases, trackers, files as needed

Office Management

• Assist with the setup of the new office, including vendors, suppliers, and basic infrastructure
• Support with workplace safety, coordinating with QuironPrevencion for compliance, fire procedures, first aid, electrical safety and support, as well as arranging employee medical assessments
• Managing office inventory and supplies, ordering new supplies and equipment when required
• Oversee employee and visitor logistics to ensure smooth office use and experience

Team & Culture

• Play a pivotal role in helping build a positive and inclusive culture
• Be the central POC for office and business admin queries from junior cohorts, building relationships to understand overall engagement
• Work with the social committee on initiatives and engagement
• Plan and execute events and activities (ie. team meetings and dinners, holiday parties, and other celebrations and conferences)

HR Operations

• Support with recruiting coordination, tracking pipeline, preparing offer letters
• Onboarding coordination
• Ensuring appropriate documentation and collecting personal info
• Managing pre-joining process; kicking off and tracking background checks, registrations with social security, tax, and benefits providers, ensuring equipment arrival and setup
• Organising day 1 arrival, coordination with accounts, and general assistance with first week set-up

• Coordinate with payroll and external providers
• Managing and maintaining all relevant employment data and documentation
• Supporting on ad-hoc HR related tasks

Finance and Accounting

• Assist with processing and tracking invoices and expenses in coordination

The chosen candidate will command a bilingual level of English and Spanish (essential due to local/global focus of the position). Minimum academic requirements of 2:1 Bachelor’s degree with good A-level grades (or international equivalents). Proven experience working within or closely with professional services preferred.  Proficiency in Microsoft Office and applications (Microsoft 365, Excel, Teams.

The ideal candidate will be a resourceful self starter with a “can do” attitude and entrepreneurial mindset.  They will be highly organised, detail oriented and able to manage multiple priorities and ambiguity effectively. They will also be a strong communicator and able to build trust at all levels. This role is suitable for a pragmatic individual who is energised by collaboration, variety and an evolving environment. 

As this is a newly created position at a recently established entity, the successful candidate will have the opportunity to shape the role and its direction over time in line with evolving business needs.

Candidates are advised that this firm performs background checks following the extension of a conditional offer.  

Location – Madrid, Castellana

Salary – Competitive + Bonus (10%) + Complete benefit package 

Timetable – Full time 09.00 – 18.00h 

Fully onsite with flexibility for occasional travel  

Contract: Permanent, subject to probation period

If you are interested in this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 802.