ADMIN SUPPORT & OFFICE MANAGER

Across Legal; Madrid; Sur place; EUR 32 000 - 46 000; Plein temps

Avantages offerts par ce poste

Flexible compensation benefits through

Meal Vouchers

Transport

Childcare

Résumé du poste

Across Legal in Madrid is seeking an Administration Support & Office Manager to join our Staff team. You will provide administrative and operational support to Partners and professionals, and manage matters from opening to billing.

You will monitor time entries, coordinate with the Finance team, and ensure the Madrid office runs smoothly. The role requires 3+ years in admin/support, strong MS Office and advanced Excel skills, and a proactive, confidential, team-focused mindset.

Qualifications

• This role requires an organised, resourceful and proactive professional in admin/support roles.
• The candidate should have 3+ years of experience in administrative, professional support or similar roles.
• Experience in a law firm or professional services is highly valued.
• Strong Microsoft Office and advanced Excel skills are essential.
• Familiarity with AI tools (ChatGPT/Claude) and data management is preferred.

Responsabilités

• Provide administrative and operational support to Partners and professionals.
• Manage opening and follow-up of matters including time recording and documentation.
• Monitor and review the teams’ time entries with Partners and professionals.
• Support billing and collections in coordination with Finance.
• Prepare monitoring reports on time entries, billing, and collections.
• Coordinate regular meetings to review time entries, matters, billing, and collections.
• Handle filings and administrative procedures with notaries and registries.
• Work with Staff team to implement internal procedures and deadlines.
• Ensure smooth day-to-day running of the Madrid office and manage office supplies.

Connaissances

Organisational skills

Time management

Communication skills

Multitasking

Discretion

English proficiency

AI tools familiarity

Data handling

Microsoft Office proficiency

Formation

Administration or related field

Outils

Microsoft Word

PowerPoint

Outlook

SharePoint

Excel (Advanced)

AI tools (ChatGPT/Claude)

Description du poste

At Across Legal, a law firm with offices in Barcelona, Madrid and Valencia, we are continuing to grow and are looking for an Administration Support & Office Manager to join our Madrid office, as part of our Staff team, providing support to the firm’s Partners and professionals.

We are looking for an organised, resourceful and proactive professional with experience in administrative and support roles, who is comfortable working in a dynamic professional environment and coordinating with different teams.

This position plays an important role in the day-to-day operations of the firm, providing support with administrative management, billing, matter management and documentation, as well as other operational activities.

Your responsibilities:

• Provide administrative and operational support to the firm’s Partners and professionals in their day-to-day activities.
• Manage the opening and follow-up of matters, including Partners’ and professionals’ time recording and monitoring, as well as related documentation, proposals, engagement letters and other internal and external documents.
• Monitor and review the teams’ time entries, working closely with Partners and professionals to ensure matters are properly managed.
• Support billing and collection processes, in coordination with the Finance team.
• Prepare monitoring reports on time entries, billing, collections and other information required by Partners and team leaders.
• Coordinate regular meetings with the teams to review time entries, matters, billing and collections.
• Handle filings and administrative procedures with notaries, registries and other public bodies, both in person and electronically.
• Work closely with the rest of the Staff team, contributing to the proper implementation of the firm’s internal procedures and deadlines.
• Ensure the smooth day-to-day running of the Madrid office, monitoring operational needs and coordinating the purchase and replenishment of office supplies, materials and other necessary resources.
• Help provide a professional and welcoming experience for clients and visitors, ensuring they are properly welcomed and assisted at the office.

Your profile:

• Qualification in Administration, Business Administration or a related field.
• At least 3 years of experience in administrative, professional support or similar roles.
• Previous experience in a law firm or other professional services environment will be highly valued.
• Good command of Microsoft Office, particularly Word, PowerPoint, Outlook and SharePoint.
• Advanced Excel skills, with confidence in data management and analysis, report preparation, formulas and advanced functionalities.
• Familiarity with Artificial Intelligence tools, such as ChatGPT or Claude, and the ability to use them regularly to support and streamline day-to-day work.
• High level of English; knowledge of other languages will be valued.
• Strong organisational, planning and attention-to-detail skills.
• Ability to manage multiple tasks and priorities simultaneously while meeting deadlines.
• Strong communication skills and the ability to work both independently and as part of a team.
• Discretion and confidentiality, particularly important given the sensitive nature of the information handled within a law firm.

What we offer:

• Permanent, full-time contract.
• The opportunity to join a growing, multidisciplinary law firm.
• Direct and close collaboration with the firm’s Partners, lawyers and other professionals.
• A professional, dynamic and collaborative working environment.
• Flexible compensation benefits through Cobee: Meal Vouchers, Transport and Childcare.
• Office-based position.

At Across Legal, we are looking for people who want to get involved in the day-to-day life of the firm and contribute to helping our teams work in an agile, organised and efficient way.

The personal data provided in your application and during the recruitment process will be processed by Across Legal, S.L.P., acting as Data Controller.

By submitting your CV, you consent to the processing of your personal data for the purpose of assessing your application and considering you as a candidate for the position. Your personal data will be treated confidentially and will only be used in connection with the recruitment process for the selected vacancy.

Your personal data will be deleted after three months of inactivity, in accordance with the GDPR and applicable personal data protection legislation.

If you wish to exercise your rights of access, rectification, erasure, data portability or objection in relation to your personal data, you may do so by contacting [e-mail], in accordance with the GDPR.

For further information, please visit https://acrosslegal.com/politica-de-privacidad/

By submitting your application, you confirm that you have read and understood this privacy notice and agree to the processing of your personal data as described above.