Administrative & Office Management Assistant

Impala Terminals Group; Madrid; On-site; EUR 24,000 - 36,000; Full time

Job summary

Impala Terminals Group in Madrid is seeking an Administrative & Office Management Assistant to support daily activities within our corporate office. The role focuses on administrative coordination, basic accounting support, and office assistance to HR, Finance, and teams.

You will manage emails, meetings, documents, and calendar coordination; aid with supplier and internal communications; support procurement tasks and events; and help ensure compliance with office procedures.

Qualifications

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

Responsibilities

• Provide day-to-day administrative support to the team.
• Manage emails, phone calls, and internal communications.
• Organize and maintain accurate files, records, and documentation.
• Schedule meetings and calendar coordination.
• Support HR administrative tasks and ensure policy compliance.
• Coordinate internal and external events and supplier liaison.
• Assist with basic accounting tasks and procurement support.
• Oversee general office operations and facilities.

Skills

Communication

English

Organizational skills

Autonomy & time management

Attention to detail

Multi-tasking

Office software

Logistics experience

Education

Diploma or degree in Business Administration/Accounting/Logistics

Tools

Word

Excel

PowerPoint

Outlook

Job description

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: Responsibilities include but are not limited to:

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 require
• 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.