Office Manager & Administrative Operations Specialist

autonomy, accuracy, and professionalism, along with the ability to handle sensitive financial and operational information with discretion.

Key Responsibilities:

Office Management & General Services:

• Coordinate day-to-day office operations and general service activities for the Madrid site

• Manage annual requests related to general services and company vehicles (additions, removals, updates)

• Review, validate, and approve invoices through internal systems

• Monitor overhead costs and coordinate site maintenance and external service providers

Administrative & Financial Operations:

• Prepare regular reports on bank account positions (by general ledger, cost center, and project)

• Manage overdue receivables, direct debit payments, and tax/customs-related payments

• Ensure proper documentation and administrative follow-up of financial transactions and operational costs

Tax & Regulatory Compliance:

• Act as the main contact for communications from the Spanish Tax Agency (AEAT), including processing official notifications and certificates

• Manage Intrastat submissions and intracommunity transaction reporting

• Support IGIC tax refund processes and related administrative activities

• Maintain records of company powers of attorney and prepare documentation for customer tenders

EHS & HR Administrative Support:

• Coordinate the renewal and management of insurance certificates (e.g., civil liability, life insurance)

• Monitor energy and fuel consumption and provide required monthly Social Security documentation

• Support recruitment and HR administration, including vacation tracking and periodic reporting

Accounting & Cost Control:

• Manage allocation and accounting transfers of general expenses and shared personnel cost centers

• Support annual personnel cost analysis, including salaries, social security contributions, benefits, and related expenses

Required Qualifications & Competencies:

• A university degree is not mandatory; relevant experience and capability are highly valued

• Strong interpersonal and communication skills, with the ability to engage effectively with internal teams and external stakeholders

• Advanced English proficiency (minimum C1), both written and spoken

• Advanced Excel skills and experience with ERP systems (e.g., SAP, Navision, or similar)

• Familiarity with Spanish tax and administrative processes (AEAT platforms preferred)

• High level of integrity, discretion, and professionalism when handling confidential information

• Proven experience in administrative, financial, or operational support roles

• High level of autonomy, reliability, and hands-on approach to problem-solving

Additional Information

Relocation Assistance Provided: No