Madrid Office Administrator

Qunta Tech Systems Europe; Madrid; Presencial; EUR 30.000 - 45.000; Jornada completa

Descripción de la vacante

A cybersecurity company based in Madrid is seeking a bilingual Office Administrator (Spanish + English C1+) to oversee office operations. The role involves various tasks such as managing communication, client coordination, travel arrangements, and supporting sales efforts. Ideal candidates should have 2–5 years of relevant experience, strong organizational skills, and an ability to work in a dynamic environment. Work authorization in Spain is required.

Responsabilidades

• Handle phones, emails, and greet visitors.
• Schedule meetings and prepare agendas.
• Book travel across ES/EU/US and manage appointments.
• Provide real-time interpreting in meetings.
• Liaise with accounting on invoices and payments.
• Coordinate with vendors and manage errands.
• Keep files tidy and maintain compliance checklists.
• Support business development outreach and proposal preparation.
• Navigate Spanish bureaucracy if needed.
• Prepare weekly operations reports.

Conocimientos

Fluent Spanish

Fluent English (C1+)

Sales support experience

Organizational skills

Professional presence

Educación

Bachelor's degree or equivalent experience

Herramientas

Google Workspace

Excel / Sheets

CRM (HubSpot / Pipedrive)

Zoom

Slack / Notion

Descripción del empleo

Company Description

Quanta Tech Systems is a New York-based cybersecurity firm specializing in next-generation infrastructure and scalable security products for modern digital environments. Our offerings include high-performance consumer VPN software and enterprise network protection tools designed to safeguard personal privacy and secure remote access. We provide solutions that ensure ease of use, speed, and data privacy, protecting individuals, businesses, and institutions from evolving cyber threats. Trusted for performance and protection, Quanta Tech Systems serves the needs of startups to large enterprises.

We’re opening our Madrid office and looking for a bilingual Office Administrator (Spanish + English C1+) to keep everything running smoothly. This is a hands-on role where no two days look the same — from managing calendars and client meetings, to interpreting in real-time, coordinating with government offices, and even supporting sales when needed. Prior experience in security, fintech, or regulated industries is a plus.

What You’ll Do

• Front-line ops : Handle phones / emails / WhatsApp Business, greet visitors, manage mail / couriers, keep the office running smoothly.
• Client coordination : Contact prospects / clients, schedule meetings (Zoom / in-person), prepare agendas, take notes, track follow-ups in CRM.
• Calendar & travel : Own executive calendars; book travel, hotels, and venues across ES / EU / US; manage visas / appointments when needed.
• Translator / interpreter : Real-time interpreting (ENES) on calls / meetings; translate emails, proposals, contracts, and short docs. (UA / RU a plus.)
• Accounting liaison : Work with gestoría / accounting on invoices, receipts, payments, supplier onboarding; collect and organize docs for monthly closes; chase overdue invoices with a polite, firm tone.
• Vendors & errands : Coordinate notary / bank appointments, order supplies / SIMs, manage building / admin requests.
• Docs & compliance : Keep files tidy in Drive; maintain checklists for KYC / vendor onboarding; prep simple templates (NDA, meeting minutes).
• Sales & client-facing tasks : Step in on sales coordination if needed; support business development outreach; prepare proposals.
• Government & bureaucracy : Liaise with Spanish government offices, notaries, and regulatory bodies; help navigate Spanish bureaucracy when needed.
• Reporting : Weekly ops summary (meetings booked, client touches, AR / AP status, open tasks), and simple dashboards in Sheets / Notion.

Must-Haves

• Languages : Fluent Spanish & English (C1+). Confident live interpreting in meetings and on calls.
• Experience : 2–5 years in office admin / operations / EA / customer coordination roles.
• Sales : Prior experience supporting or executing sales processes; ability to engage with prospects and clients.
• Tools : Google Workspace, Excel / Sheets, Calendar, Zoom; basic CRM (HubSpot / Pipedrive), Slack / Notion or similar.
• Organization : Meticulous with details, fast follow-through, strong writing 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.

Nice to Have

• Ukrainian or Russian (helpful but not required).
• Prior experience with gestorías, invoices (“facturas”), and Spanish admin flows.
• Background in security, fintech, or regulated industries.
• Basic LinkedIn / Calendly / HubSpot automations; light event coordination.
• Driver’s license (for occasional errands).
• Fluency in English and Spanish
• Bachelor's degree or equivalent experience in a related field