Our client, a leading global Private Equity firm operating across three continents, is currently looking for an experienced Bilingual Office Manager to coordinate administrative operations in their pivotal Madrid office. 

The remit for this role is wide and will include office administration and facilities coordination. Responsibilities (not limited to) will include: 

Office Operations, Facilities Management, Procurement and Project Coordination

• Complete ownership of the Madrid workplace and administration of the office
• Ensure the smooth running of the office, acting as the key point of contact between Madrid and global headquarters
• Lead and manage all maintenance matters, working with the Landlord and other contractors, as well as to report any incidents or risks in a timely manner
• Complete contract management of all facilities suppliers, including maintenance, cleaning, taxi, security, reception, etc. Ensuring value for money and that standards are upheld. Reporting any business risk to the Office Head in a timely manner 
• Working closely with the procurement team, identifying room for improvement, sourcing initiatives and presenting business cases for recommendation 
• Manage a budget for the overall running of the office, ensuring expenditure is approved, monitored and reported on correctly
• Manage and oversee any refurbishment or office renovation projects 
• Health & Safety  – fire procedures, first aid, electrical safety and support, as well as arranging employee medical assessments and coordinating the office H&S representatives 
• Support HR with local onboarding of new hires, including coordinating office keys and access control, welcome packs, home set up, parking, etc. As well as a walk around and presentation to employees 
• Coordinate office and facilities-related surveys for the Madrid team, drafting timely updates to the Office Head and HR
• Uphold a maintenance process for all equipment, including electrical and furniture, pest control, plants, etc.
• Maintain office supplies, ordering new supplies in the most cost-effective manner ensuring costs are agreed in advance
• Manage the visitor process to ensure visitors from other global offices are able to use the Madrid office effectively  
• Ensure Access control and CCTV is operationally compliant with company policy and Spanish law
• Create and maintain the users of the various office platforms (Uber, etc.) 
• Work with ESG team to ensure Madrid office is in line with global and local efforts, providing updates and reports 

Additional Coordination 

• Provide administrative support and act as key contact for international visiting partners 
• Handling confidential and delicate information with integrity and discretion
• Working closely with team of Global Executive Assistants across differing jurisdictions 
• Coordinating holiday cover for team of Executive Assistants/Office Managers and ensuring best practice upheld by setting clear example 

The chosen candidate must have a complete bilingual level of English/Spanish and will be a natural communicator, liaising with individuals locally and globally with complete ease. A relevant University degree, as well as at least 8-10 years’ experience in Office/facilities management (ideally in a fund, global financial services or consulting) are also prerequisites. They must be able to manage standard Tech and applications (Microsoft 365, Zoom, Slack, etc.) with complete ease. 

The ideal candidate will be well organised, disciplined and able to deliver. They will take ownership, be able to build trust with internal and external stakeholders and have good judgement – knowing how to react to situations with appropriate urgency and tact. They will have strong business acumen and fully understand how to navigate scenarios appropriately, to ensure the operational/administrative agenda is pushed forward. This role is ideal for a responsible individual who enjoys working with various stakeholders and seeks to improve administrative solutions to better the firm’s competitive advantage. 

Location – Madrid

Salary – €50,000-55,000 + Bonus + Benefits 

Timetable – Full time Flexibility required

Contract – Permanent (subject to trial period)

This position is predominately office based with a potential level of flexibility offered once the probation period is complete.