Administrative Support Manager

Freedom24; Madrid; Presencial; EUR 28.000 - 38.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Modern office in central location

Competitive salary

Growth opportunities

Official employment

Five-day work week

Annual leave

Private medical insurance

Descripción de la vacante

Freedom24 is seeking a proactive Administrative Coordinator to support smooth operation across departments. You will coordinate day-to-day administrative tasks, manage correspondence, and maintain records with confidentiality and accuracy.

You will liaise with internal teams and external partners, schedule meetings, handle travel arrangements, and assist with vendor invoices through SAP Concur. Fluency in English and Spanish and strong MS Office skills are essential.

Formación

• Bachelor’s degree preferred in business or related field.
• 3+ years in administrative, coordination, or operations roles.
• Fluency in English and Spanish, written and spoken.
• Proficient with MS Office and business tools.
• Experience with electronic document management is a plus.

Responsabilidades

• Coordinate daily administrative processes to support business operations.
• Manage incoming/outgoing correspondence with confidentiality and speed.
• Support cross-department document flow and record keeping.
• Improve administrative procedures and workflows.
• Serve internal and external stakeholders as a primary contact.
• Coordinate calendars, meetings, and travel arrangements.
• Assist with vendor invoices via SAP Concur and expense reporting.
• Support HR and cross-functional projects across the organization.

Descripción del empleo

We are looking for a proactive and highly organized Administrative Coordinator to support the smooth operation of our business and contribute to the coordination of key administrative and operational processes.

This role offers a broad range of responsibilities and the opportunity to work closely with different departments, internal stakeholders, and external partners.

Administrative and Operational Coordination

• Coordinate day-to-day administrative processes and support the smooth operation of internal business activities;
• Manage incoming and outgoing correspondence, ensuring accuracy, confidentiality, and timely communication;
• Support efficient document flow and coordination between departments;
• Maintain and improve administrative procedures and workflows;
• Coordinate general administrative and operational needs across the business;
• Maintain accurate records and support the organization of internal documentation and information

Communication and Stakeholder Management

• Act as a point of contact for internal teams and external stakeholders on administrative and operational matters;
• Build and maintain effective relationships with vendors, service providers, and other external partners;
• Coordinate communication and administrative processes with accounting, payroll providers, auditors, and other relevant stakeholders;
• Support effective collaboration between different departments and contribute to the smooth coordination of cross-functional activities;
• Provide operational and administrative support to the HR team when required

Business and Executive Support

• Support the coordination of calendars, appointments, meetings, and other business activities;
• Organize internal and external meetings, ensuring smooth communication and logistical coordination;
• Support the coordination of business events, conferences, and other company activities;
• Assist with various executive and team support activities when required;
• Coordinate internal and external stakeholder interactions and ensure a professional and efficient experience

Financial and Process Administration

• Support the processing and coordination of vendor invoices through SAP Concur in accordance with internal procedures;
• Assist with the review and administration of employee expense reports;
• Support compliance with internal administrative and financial procedures;
• Maintain accurate records and documentation related to administrative and operational processes

Travel and Cross-Functional Projects

• Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries;
• Participate in cross-functional projects and company-wide initiatives;
• Identify opportunities to improve administrative processes and contribute to the continuous improvement of internal operations;
• Take on additional administrative and operational responsibilities based on business needs

Requirements

• Bachelor's degree in Business Administration, Management, or a related field is preferred;
• 3+ years of experience in an administrative, coordination, operations, or business support role;
• Fluency in English and Spanish, both written and verbal;
• Advanced proficiency in MS Office Suite and other relevant business tools;
• Experience with electronic document management systems is an advantage;
• Strong organizational and time-management skills, with the ability to manage multiple priorities;
• Excellent interpersonal and communication skills, with the ability to interact effectively with stakeholders at all levels;
• High attention to detail and accuracy;
• Ability to work independently, identify issues and find practical solutions;
• A proactive, hands‑on, and solution‑oriented mindset;
• Flexible and adaptable, with the ability to work effectively in a dynamic environment;
• Strong sense of ownership, reliability, and willingness to learn and grow

Benefits

• Modern, fully equipped office in a central location;
• Competitive salary aligned with local market standards;
• Opportunities for professional growth and development within an international group;
• Official employment with clear contractual terms and timely payments;
• Standard five-day working week with 8-hour working days;
• Annual leave and public holidays in accordance with local labor legislation;
• Partial coverage of private medical insurance