Bilingual Office Coordinator - Madrid

beBeeOffice; Madrid; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

A dynamic office environment in Madrid is seeking an organized Office Administrator. The role involves managing calendars, client coordination, and providing administrative support. Ideal candidates will have 2–5 years of experience in office administration, demonstrate strong bilingual skills in Spanish and English, and possess a meticulous attention to detail. This position offers a supportive work environment and opportunities for growth.

Servicios

Opportunities for growth

Competitive compensation package

Formación

• 2–5 years in office administration or customer coordination roles.
• Confident live interpreting in meetings and on calls.
• Right to work in Spain.

Responsabilidades

• Handle phones, emails, and greet visitors.
• Schedule meetings and prepare agendas.
• Book travel and manage visas.

Conocimientos

Fluent Spanish

Fluent English

Detail-oriented

Strong writing skills

Sales coordination

Herramientas

Google Workspace

Excel

CRM software

Slack

Descripción del empleo

Job Overview

We are seeking a highly organized and detail-oriented Office Administrator to join our team in Madrid. As the first point of contact, you will be responsible for managing calendars, coordinating client meetings, and providing administrative support.

Key Responsibilities

• Front-line Operations: Handle phones, emails, and messages; greet visitors; manage mail and couriers.
• Client Coordination: Contact prospects and clients; schedule meetings (video or in-person); prepare agendas; take notes; track follow-ups in CRM software.
• Calendar & Travel: Own executive calendars; book travel, hotels, and venues across ES / EU / US; manage visas and appointments when necessary.
• Translator / Interpreter: Provide real-time interpreting (EN-ES) on calls and meetings; translate emails, proposals, contracts, and short documents.
• Accounting Liaison: Work with accounting teams on invoices, receipts, payments, supplier onboarding; collect and organize documents for monthly closes; chase overdue invoices with a polite tone.
• Vendors & Errands: Coordinate notary and bank appointments; order supplies and SIM cards; manage building and admin requests.
• Docs & Compliance: Keep files tidy in cloud storage; maintain checklists for KYC and vendor onboarding; prep simple templates (NDA, meeting minutes).
• Sales & Client-Facing Tasks: Support sales coordination if needed; engage with prospects and clients; prepare proposals.
• Government & Bureaucracy: Liaise with Spanish government offices, notaries, and regulatory bodies; help navigate Spanish bureaucracy when needed.
• Reporting: Provide weekly operations summary (meetings booked, client touches, AR / AP status, open tasks), and simple dashboards in spreadsheet software.

Qualifications

• Languages: Fluent Spanish and English (C1+); confident live interpreting in meetings and on calls.
• Experience: 2–5 years in office administration / operations, EA / customer coordination roles.
• Sales: Prior experience supporting or executing sales processes; ability to engage with prospects and clients.
• Tools: Google Workspace, Excel / spreadsheet software, calendar software, video conferencing tools; basic CRM software, Slack / communication platform or similar.
• Organization: Meticulous with details, fast follow-through, strong writing skills in both ES / EN.
• Presence: Professional, friendly, reliable; comfortable speaking with clients, accountants, banks, government offices, and notaries.
• Work Authorization: Right to work in Spain.

What We Offer

A dynamic and supportive work environment, opportunities for growth and development, and a competitive compensation package.

How to Apply

If you are a motivated and detail-oriented individual looking for a new challenge, please submit your application with your resume and cover letter.