Office Manager & Administrative Operations Specialist

Job Description Summary

Support office management, general services, and administrative operations for our local unit (PT +GSI) in Madrid. This role includes coordination with internal departments and external stakeholders, as well as support in financial operations, tax compliance, EHS, and HR administration.

Job Description

We are looking for a proactive and detail-oriented professional with strong analytical, organizational, and communication skills. This role acts as a central coordination point between the Madrid office's daily operations, internal departments, and external stakeholders, including banks, tax authorities, suppliers, and customers.

The successful candidate will support general office services while managing a broad range of administrative, financial, and compliance-related activities. This position requires a high degree of autonomy, accuracy, and professionalism, along with the ability to handle sensitive financial and operational information with discretion.

• 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

• 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

• 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

• 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

• 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

• 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