Facilities Administrative Assistant II - Temporary (Madrid, Spain)

Fortrea; España; Presencial; EUR 25.000 - 35.000; Jornada completa

Descripción de la vacante

An international company located in Spain is seeking a detail-oriented Office Services Coordinator. This role involves managing office supplies, coordinating schedules, and ensuring the smooth operation of office services. Ideal candidates should have at least two years of experience in an office services role and be fluent in English. The position is a temporary substitution contract with a focus on organizational efficiency and team collaboration.

Formación

• Minimum two years experience in office services with increasing responsibilities.
• Fluent in English, both spoken and written.
• Basic knowledge of office procedures and etiquette.

Responsabilidades

• Order and manage office supplies and perform administrative tasks.
• Ensure smooth operation of office services and coordinate schedules.
• Handle troubleshooting for office equipment.
• Serve as reception desk and assist office assistants.
• Maintain central files and records for the company.

Conocimientos

Organizational skills

Effective communication

Customer service skills

Basic computer skills

Attention to detail

Educación

High school diploma or GED

Descripción del empleo

Job Overview

Perform and coordinate a variety of tasks to support the company, as part of the leadership of the office service team.

Summary of Responsibilities

• Order office supplies for firm; perform associated administrative tasks, including coding and assembling of invoice packages for accounting. Research costs and supplies for various office items and equipment. Solicit competitive bids.
• Ensure smooth and consistent operation of office services on a daily basis. Conduct daily/monthly/annual meetings in the office, coordinate work and schedules. Providing all the necessary support for proper development of the activity.
• Trouble‑shoot problems with office equipment and furniture. Place service calls to appropriate vendors for office equipment and office facilities. Communicate outages to staff.
• Printers’ management. Take monthly copier meter readings. Code and assemble copier invoices for accounting. Solicit copier meter readings from CA office services group.
• Serve as reception desk. Backup office assistants in all their functions.
• Suggest new processes, or modification of old processes, to improve Office Services’ efficiency.
• Coordinate internal staff moves and assist with minor furniture modifications and moves.
• Maintain central files and records, owning all associated responsibilities. Maintain the central files database, deal with requests with off‑site file storage, store hard and electronic copies of all company/client contracts, proposals, and other communications, assist with audits. Work with Finance in Records Management.
• Payments management to vendors, having a good knowledge of the company's tools for invoice and payment management. Assist with managing invoice queries as raised by Accounts payable or in communication with vendors.
• Delivery and collection for IT equipment and mobiles. Management of inventories for mobile devices.
• All other duties as needed or assigned.

Qualifications (Minimum Required)

• High school diploma or GED.
• Fortrea may consider relevant and equivalent experience in lieu of educational requirements.
• Basic knowledge of proper office procedures and office etiquette.

Experience (Minimum Required)

• Minimum two years in office services at increasing levels of responsibility.
• Extremely organized, with great attention to detail and follow‑through.
• Effective communication skills.
• Basic mathematical and computer skills.
• Strong customer service skills.
• Ability to take direction.
• Ability to manage tasks and coordinate with co‑workers to achieve desired results.
• Work well in a team environment.

Language Skills (Required)

• English: fluent speaking/writing/reading

Physical Demands / Work Environment

• Primarily a desk job with occasional requirements of physical work such as, but not limited to, moving boxes or furniture up to 50 lbs., delivering packages, running errands, etc.
• Position may require occasional overtime.

This is a temporary substitution contract to replace an employee with the right to job retention.

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