Office Coordinator (Part-Time)

Control-Risks; Madrid; Hybrid; EUR 26,000 - 36,000; Full time

Job summary

Control Risks is seeking a Workplace Services Coordinator for our Madrid office. You will deliver service-oriented support across office operations, liaising with employees, visitors and clients to keep the site running smoothly.

The role covers office management, meeting and event coordination, and general administration, with fluency in Spanish and English required and a focus on proactive problem solving in a fast-paced environment.

Qualifications

• Fluency in Spanish and English—written and spoken.
• Organised and diligent with good time management.
• Flexible, able to adapt to change and manage multiple tasks.

Responsibilities

• Oversee day-to-day Madrid office operations to ensure smooth running.
• Coordinate meetings and events, including venues, catering and budgeting.

Skills

Fluent Spanish

Fluent English

MS Office 365

Facilities coordination

Vendor management

Tools

MS Office 365

Job description

The Workplace Services Coordinator is responsible for delivering outstanding service-oriented support to our Madrid office. You will have a varied remit working across a number of areas and in conjunction with employees, visitors and clients to ensure the efficient coordination of office operations.

Please submit your CV in English.

Office Management

• Responsible for the day-to-day operations of the Madrid office to ensure the office runs smoothly and efficiently
• First point of contact for employees, liaising with IT, Finance, HR and other internal teams as required
• Act as the key point of contact for office-related vendors, maintaining all relevant documentation and processing payments when required, ensuring adherence to Finance processes
• Create and manage a positive working relationship with the building management team, promptly addressing any issues to ensure a comfortable working environment
• Monitor and manage access cards for employees, in line with building policies
• Work with ETS (IT) to ensure laptops, desk equipment and mobile phones are working effectively
• Support the onboarding of new starters, assist with leavers and movers including office set-up and orientation
• Support lease management for the office, tracking key deadlines and connecting all decision makers
• Work closely with our third-party Health and Safety service provider to ensure compliance with Spanish occupational risk legislation
• Maintain a clean and safe environment in line with company policies and business objectives
• Support company environmental initiatives by tracking and recording required information for the Madrid office, such as Green House Gas emissions and Plastic Free Month
• Collaborate with the Global Workplace Services team to share best practices and contribute to improved processes across office operations

Meeting and Event Management

• Work with the Madrid Social and Wellbeing Committee to plan internal employee events, such as the annual party, office dinners or Lunch and Learns. Tracking attendance and budget, in line with global Workplace Services directives
• Support visiting employees and Executive staff, by arranging office access and local travel arrangements, if required
• Coordinate internal and external events, managing logistics and ensuring smooth execution
• Oversee the provision of catering services for meetings and events ensuring quality and timely delivery.

Administration

• Write and distribute relevant and concise communications to employees, as required.

• Maintain content on the intranet and other internal documentation on the Madrid office.
• Conduct general administration and ad-hoc tasks as required, to support local Business Leaders, including accurately filing company documents and maintaining various records.

• Fluency in Spanish and English – written and spoken
• Organised and diligent, with good time management skills
• Flexible, able to adapt and manage change
• Strong communicator, using a professional tone both externally and internally - ability to build trust and rapport with stakeholders across a variety of levels
• Ability to use own initiative, proactively find solutions and own key decisions on office operations
• Ability to work in a busy and fast paced professional environment
• Punctual and responsive
• High attention to detail
• Ability to manage small workplace projects and events to agreed timelines and budgets.
• Strong experience in the use of MS Office 365 products

• Control Risks offers a competitively positioned compensation and benefits package that is transparent and summarised in the full job offer.
• We operate a discretionary global bonus scheme that incentivises, and rewards individuals based on company and individual performance.
• Control Risks supports hybrid working arrangements, wherever possible, that emphasise the value of in‑person time together - in the office and with our clients - while continuing to support flexible and remote working.
• Working with our clients, from day one our people are given direct responsibility, career development and the opportunity to work collaboratively on fascinating projects in a rewarding and inclusive global environment.
• The Company is committed to further its diversity, inclusion and equity agenda and as an employee you have access to various business resource groups in the Company including the Company's LGBT+ network called MOSAIC, the Women's Network, and Synergy - a people network to celebrate and promote ethnic diversity at Control Risks

Control Risks is committed to a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status.

If you require any reasonable adjustments to be made in order to participate fully in the interview process, please let us know and we will be happy to accommodate your needs.