Front Desk Coordinator & Admin Support - Shopping Center

Sonae Sierra; España; On-site; EUR 25,000 - 35,000; Full time

Job summary

A global retail real estate company in Spain seeks a Secretary / Receptionist to join its Human Resources team. This role involves managing front desk operations, handling incoming calls, and providing administrative support to various teams. The ideal candidate should possess 1-2 years of relevant experience, proficient knowledge of Microsoft Office Suite, and excellent communication skills in English. A proactive and organized approach is essential for maintaining professionalism in a dynamic work environment.

Qualifications

• 1-2 years of experience as a Receptionist or Secretary.
• B2 Level English proficiency required.
• Exceptional verbal and written communication skills.

Responsibilities

• Greet visitors and manage the sign-in process.
• Answer and route incoming calls efficiently.
• Execute administrative support tasks across teams.
• Schedule appointments and organize meetings.
• Manage office supplies and maintain a professional reception.

Skills

Communication

Organization

Discretion

Customer Service

Tools

Microsoft Office Suite

Multi-line Phone Systems

Job description

Sonae Sierra is an international retail real estate company dedicated to delivering solutions to meet our client’s ambitions. We develop, manage and invest in sustainable retail assets and provide services for clients in geographies as diverse as Europe, South America, North Africa and Asia, while creating shared value for our business and society.
We work with enthusiasm, perseverance and boldness in an ever-changing environment. In our learning culture you will find multiple opportunities to develop yourself. Join us in shaping the future of retail real estate.

We are currently looking for a new member for the Human Resources team to join us in the position of Secretary / Receptionist.

Working Place: Sonae Sierra's Central Offices in Spain

Experience:
Work Experience:Provenexperience as aReceptionist, Secretary, or in a similaradministrative role (typically 1–2 years).

Language & Technical Skills:
Software Proficiency:Expertknowledge ofMicrosoft Office Suite(Word, Excel, Outlook,PowerPoint) and scheduling tools.
Office Equipment:Familiaritywith multi-line phone systems, scanners, printers…
English Proficiency:B2Level (Upper-Intermediate)required. Must be able to maintainfluent conversations, write professional emails, and understand complexinstructions in English.

Core Competencies (Soft Skills):
Communication:Exceptionalverbal and writtencommunication skillsfor professional interactionwith clients and staff.
Organization:Superiortime-management and multitaskingabilities tohandle competing priorities from the secretary pool.
Discretion:Ability to handlesensitive information with a high level ofconfidentiality and professionalism.
Customer Service:Afriendly, proactive, and patientdemeanor, evenunder pressure.

Key Responsibilities:
Front Desk Management:Greetvisitors, manage the sign-in process, and direct guests to the appropriateperson or department.
Call Handling:Answer, screen,and route incoming calls using a multi-line phone system; take accuratemessages when necessary.
Administrative Support (Pool):Executea variety of tasks for different teams, including data entry, filing,photocopying, preparing reports or correspondence, expenses report /Corporate Carrd (VISAS),…
Calendar & Meeting Coordination:Schedule appointments, book meeting rooms, and assist inorganizing company events or travel arrangements.
Mail & Logistics:Receive,sort, and distribute daily mail and deliveries; manage outgoing courierservices.
Office Maintenance:Monitorand order office supplies, ensuring the reception area and sharedworkspaces remain tidy and professional.
If this sounds like the kind of challenge you would enjoy, we’d love to hear from you!