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

If you are interested in this role, please apply via LinkedIn and send a copy of your English CV to info@victoriaselection.es quoting Reference 818.