Administrative Specialist Spain- Immigration

Lexidy; Madrid; Presencial; EUR 30.000 - 40.000; Jornada completa

Descripción de la vacante

A dynamic legal tech boutique in Madrid is seeking an organized Office Manager to support the Immigration Department. Responsibilities include assisting with legal processes, maintaining office supplies, and handling inquiries. Ideal candidates are fluent in English and Spanish, experienced in administrative roles, and excited about digital tools. The position offers a flexible work environment with opportunities for growth and development.

Servicios

Career Development Plan every six months

Flexible working with remote options

Free coffee and healthy snacks

Formación

• Previous experience in an administrative legal role.
• Proactive and positive attitude, willing to learn.
• Excited about digital tools and process automation.

Responsabilidades

• Assist the Legal team with various processes.
• Maintain a clean, organized office environment.
• Provide basic IT support and handle phone inquiries.

Conocimientos

Fluent in English and Spanish (C1 / C2)

Strong problem-solving skills

Effective communication

Herramientas

Hubspot

Descripción del empleo

Overview

Only CVs in English will be considered.

Thank you- We are looking for outliers, wired differently from the traditional law firm mindset!

Are you the type of employee who thinks outside the box but feels confined in conventional law firms?

Do you want to work in a fast-growing, disruptive, startup mindset environment? Then, continue reading.

This is your opportunity.

At Lexidy, we work with passion and purpose!

We help expats and entrepreneurs do business and make investments in Europe. We serve them by providing 360-degree assistance for the most important milestones in their lives. We are a Legal Tech Boutique that’s wired differently to simplify our customers’ lives.

We are sharp, digitally focused and dynamic.

Location

Madrid office - Spain

The Team

You will be part of the Immigration Department, reporting to the Team Lead of Immigration Paralegals Spain and also giving support to other areas as Office Manager.

You are going to deal with all international mobility related issues. As a multifaceted team, our experts can respond to multiple different types of questions.

Responsibilities

• Assist the Legal team with various processes, including: Organize and manage office supplies, equipment, and workspaces.
• Maintain a clean, organized, and functional office environment.
• Coordinate events and conferences.
• Answer phone calls redirecting or handling inquiries as needed.
• Organize and update filing systems, both digital and physical.
• Provide basic IT support, such as troubleshooting office equipment and software.
• Assist with post-approval processes, including registration and obtaining the TIE.
• Prepare and file immigration forms on various platforms (REC, Mercurio, UGE).
• Schedule appointments with public bodies (Town Halls, Notaries, etc.).
• Assist attorneys in drafting legal documents such as powers of attorney and appeals.
• Support clients during in-person appointments, acting as an interpreter when needed.
• Handle phone inquiries related to immigration matters.
• Assist in nationality processes by obtaining documentation from civil registries and courts in Spain.
• Request certifications electronically (e.g., property ownership and encumbrance certificates).
• Coordinate with partners for client services (translations, insurance, etc.).
• Manage daily administrative tasks related to the department.
• Communicate with public authorities in Spain (Town Halls, Notaries, Police stations, etc.).
• Execute simple immigration procedures and solve day-to-day queries.
• Support clients with bureaucratic processes, such as obtaining NIEs and opening bank accounts.
• Manage and deliver documentation.
• Assist attorneys with legal research.
• Provide back-office support.

Qualifications

• Previous experience in an administrative legal role.
• Previous experience as Office Manager or in Back Office tasks.
• A collaborative, flexible, and positive can-do attitude — always willing to learn and help steer the team to work well together.
• Fluent in English and Spanish (C1 / C2); other languages are a plus.
• Excited about digital tools, process automation and innovation; a natural tendency to share knowledge with colleagues.
• Effective communication and client-centric mindset; ability to clearly convey ideas and ensure understanding.
• Strong problem-solving, proactive, and motivated to take on challenges.
• Willingness to participate in new challenges and collaborate in a growth environment.

What’s in it for you?

• An open-minded and collaborative organizational culture of enthusiastic lawyers.
• Informal, entrepreneurial and flexible atmosphere in our offices.
• Free coffee, drinks and healthy snacks.
• A Career Development Plan that takes place every six months and focuses on you.
• Access to coaching and mentoring for leadership and personal development.
• Access to learning and development platforms.
• Flexible working with remote options.
• Corporate Erasmus opportunities within our offices around Europe.
• Accountability as a core value.
• Growth opportunities locally and globally; diversity in daily work.

Expectations

You

• Are proactive, can-do, and ready to learn and help the team succeed.
• Communicate ideas clearly and ensure everyone understands.
• Are client-centric and genuinely care about helping people.
• Go the extra mile to deliver what clients need and enjoy solving complex problems.
• Are motivated, driven, and comfortable with new challenges.

Other

Entrepreneurial mindset: Lexidy is expanding. Experience in a hyper-growth startup and with digital tools such as Hubspot are a plus. Project management skills, including planning, prioritizing work and meeting deadlines. We look after our employees by creating a professional and personal development space. All employees are encouraged to be free thinkers and suggest solutions. We believe a warm and friendly work environment helps client satisfaction. Lastly, ties are banned, and it is mandatory to have fun!

At Lexidy inclusion and diversity are essential. We encourage people from all ethnic groups, genders, sexuality, age, and abilities to apply.

How to apply

Join an exciting challenge! Apply now.

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