Administrative & Office Management Assistant

Puma Energy; Madrid; Presencial; EUR 30.000 - 38.000; Jornada completa

Descripción de la vacante

Impala is seeking an Administrative & Office Management Assistant to support daily activities at our Madrid Corporate office. The role focuses on administrative coordination, basic accounting support, and office assistance across HR and Finance teams.

The candidate will manage communications, organize records, schedule meetings, and prepare documents while ensuring confidentiality and compliance with internal procedures. This position requires 3–5 years in administration and strong IT skills.

Formación

• Proven experience as an Assistant or in a similar administrative role.
• Fluent in English (written and spoken).
• 3–5 years of experience in Administration, basic accounting support, and office management.

Responsabilidades

• Provide day-to-day administrative support to the team.
• Manage emails, phone calls, and internal communications.
• Organize and maintain files, records, and documentation.
• Schedule meetings and coordinate calendars.
• Prepare documents, reports and presentations as required.
• Support HR administrative tasks and ensure policy compliance.

Conocimientos

Administrative exp

Communication

English fluency

Organizational skills

IT skills (Word, Excel, PowerPoint,Out

Educación

Diploma/degree in Business Administration or related field

Herramientas

Word

Excel

PowerPoint

Outlook

Descripción del empleo

Main Purpose

We are seeking an Administrative & Office Management Assistant to support daily activities within our Madrid Corporate office. The role focuses on administrative coordination, basic accounting support, and office assistance. This role provides essential assistance to HR, Finance, and teams members to ensure smooth internal processes and efficient office coordination.

Key Responsibilities

• Administrative Support: Provide day-to-day administrative support to the team.
• Manage emails, phone calls, and internal communications efficiently.
• Organize and maintain accurate files, records, and documentation.
• Schedule meetings and assist with calendar coordination.
• Prepare basic documents, reports, and presentations as required.
• Support HR administrative tasks, ensuring compliance with office policies and timely submission of documents.
• Coordinate internal and external events, including meetings, seminars, and business lunches.
• Ensure compliance with internal procedures and documentation standards.
• Ensure strict confidentiality of all information handled.
• Accounting & Procurement Support: Help reconcile supplier invoices.
• Assist with KYC requests and renewal processes, including collection and verification of client documents and updating internal records.
• Liaise with internal teams and external vendors as needed.
• Look for new suppliers when needed to support internal office activities.
• Manage insurance claims and coordinate their resolution.
• Office Management: Oversee general office operations, including managing supplies, organizing meeting rooms, and ensuring the smooth running of the office environment.

Knowledge, Skills and Abilities

• Proven experience as an Assistant, or in a similar administrative role.
• Excellent communication and writing skills.
• Fluent in English (spoken and written).
• Excellent organizational and interpersonal skills.
• Diploma or degree in Business Administration, Accounting, Logistics or related field.
• 3 -5 years of experience in Administration, basic accounting support, office management.

Skills & Competencies

• Ability to work autonomously, prioritize tasks, and manage time efficiently.
• Strong attention to detail and accuracy.
• Ability to manage multiple shipment files simultaneously.
• Good communication skills with internal teams and external partners.
• Organized, reliable, and process-driven.
• Comfortable working in a fast-paced logistics environment.
• Sophisticated IT skills, including proficiency in Word, Excel, PowerPoint, Outlook, Intellectual curiosity and an open-minded approach.
• Able to excel in a fast-paced work environment.

Key Relationships

• Internal All team member, Accounting Team, HR External Clients, partners, suppliers Third-Party

Equal Opportunity Employer

We are an Equal Opportunity Employer and take pride in a diverse workforce. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status.

WHO WE ARE

At Impala, we store and handle the essential energies and resources that matter, helping global supply meet demand more effectively. We’re a leading global storage infrastructure operator that stores, handles and moves the essential resources people depend on.

WHAT WE DO

At Impala we provide reliable and sustainable end-to‑end services to our global partners for the smooth supply of liquid energy and base metals that are critical to everyday life, through our portfolio of 30 terminals in 15 countries across Latin and Central America, Europe and UK, Africa and Australasia. We design, develop and operate key infrastructure and logistics assets across multiple modes of transport, from inland areas of production and consumption to our network of inland ports and deep‑sea terminals.

Our infrastructure platform serves as a one‑stop‑shop, allowing us to provide tailored and efficient services to store and move commodities for our customers, safely, securely and efficiently. Our experienced teams bring extensive knowledge and understanding of their local markets and operating environments; and we take pride in providing reliable, consistent and quality service at every stage of the value chain. To ensure the long‑term sustainability of our business each of our assets is backed by one or more anchor customer; we also complement this with third‑party customers, and consider them all as partners with whom we look to build long‑lasting relationships. Impala Terminals Group is a 50:50 joint venture between leading supplier of commodities Trafigura and IFM Investors, the global investment management firm. Outside the joint venture, Impala also manages a number of Trafigura‑owned port logistics, storage and transportation assets, which support Trafigura’s activities and third‑party trade flows in the Americas, Europe, the Middle East and Africa.

Visit our website to find out more about where we operate: https://www.impalaterminals.com/

HOW WE WORK

Maintaining the highest operational, environmental, and safety standards is central to our business. So wherever operate, our 1,550‑strong team is committed to conducting our activities in a manner that is safe and that protects our employees, the environment and the local communities.

Find our more about our commitments and performance in our Sustainability Report: https://www.impalaterminals.com/resource-centre/