Bilingual Office Manager

Victoria Selection & Search; Madrid; On-site; EUR 32,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Restaurant tickets

Job summary

Victoria Selection & Search is recruiting a bilingual Office Manager for a Madrid-based real estate investment firm. You will oversee administrative tasks, front-of-house duties, supplier management, invoicing support, and documentation with a proactive, detail-oriented approach.

The role requires fluency in Spanish and English, strong Excel skills, and the ability to support Directors and teams with diary and travel coordination.

Qualifications

• Professional level English and Spanish required.
• Experience in Office Management or Administration.
• Strong knowledge of Microsoft Office applications.

Responsibilities

• Front of House: greet visitors, manage communications, coordinate couriers and meetings.
• Office Management: oversee daily operations and maintain a professional environment.

Skills

Office management

Administration

Bilingual Spanish/English

Diary coordination

Travel coordination

Microsoft Office

Tools

Microsoft Excel

Microsoft Office

Job description

Our client, a Real Estate investment firm, is seeking a Bilingual Office Manager to oversee administrative and organisational tasks.

The remit includes but is not limited to:

• Front of House: acting as the first point of contact for the office, welcoming visitors, handling incoming and outgoing communications, coordinating couriers and packages and managing meeting rooms
• Office Management: overseeing the day-to-day running of the office and ensuring a professional, organised and welcoming working environment
• Service Providers/Supplies: managing relationships with service providers and suppliers, including telephone, printers, cleaning, office and kitchen supplies, in line with agreed budgets, as well as overseeing relevant contracts and service renewals
• Invoice Management: collecting, controlling and processing invoices, as well as providing basic financial and administrative support with approvals and tracking via Excel, including cash management, small payments and coordination with external providers and advisers
• Accounting & Administration: providing support with basic accounting and general administrative tasks as required
• Documentation: managing and filing relevant real estate and corporate documentation, including endorsements, proposals and contracts, ensuring accuracy and attention to detail, as well as organising documentation relating to real estate assets
• Business Support: providing administrative support to Directors and the Investment and Management teams as required
• Expense Management: preparing and reconciling expenses and corporate credit card expenditure
• Building Deposits: supporting the annual settlement of building deposits
• Corporate Administration: coordinating corporate subscriptions and providing broader administrative support to the team as required, including the administration of employee benefits such as restaurant tickets and childcare benefits
• Insurance: handling claims and ensuring appropriate follow-up
• Facilities: acting as the point of contact for building-related matters, coordinating with the property and building management, including access control, fire extinguisher checks, regulatory inspections, safety and maintenance matters and Health & Safety requirements
• Events: supporting the organisation and coordination of corporate events within buildings managed by the investment firm, as well as internal meetings and events
• Compliance and Health & Safety: supporting the office in remaining compliant with relevant local requirements
• Providing diary and meeting coordination, travel and ad hoc administrative support to the Managing Director and wider team when required

The chosen candidate will be comfortable working in Spanish and have a professional level of English. Previous experience in Office Management, Administration or a similar position is required. Strong knowledge of Microsoft Office is also required.

The ideal candidate will enjoy becoming an integral part of a small, collaborative team and will approach both routine and broader responsibilities with the same level of ownership. Initiative, adaptability and a positive attitude will be valued over extensive direct experience, with scope for the successful candidate to learn and develop further within the role. The successful candidate will be highly organised and detail oriented, with the ability to anticipate needs, prioritise effectively and independently resolve day to day issues. A collaborative approach, flexibility, discretion and confidentiality will also be essential.

Salary - Circa €35,000

Timetable - 9.00-18.00 Monday - Thursday. 9.00-15.00 Friday

Benefits - Medical insurance and restaurant tickets

Contract - Permanent

Incorporation - Immediate

Candidates are kindly requested to refrain from applying to multiple job postings. Applicants will automatically be considered for other open roles should their qualifications and experience closely align.