Office Coordinator (Part-Time)

Control Risks; Madrid; Híbrido; EUR 32.000 - 42.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Hybrid work model

Descripción de la vacante

Control Risks in Madrid seeks a Workplace Services Coordinator to deliver high-level, service-oriented support for the office. You will manage daily operations, liaise with IT, Finance and HR, and ensure a smooth, compliant working environment for employees and visitors.

Responsibilities include vendor liaison, onboarding support, event coordination, and maintaining accurate documentation. The role requires fluency in Spanish and English and a proactive, organised mindset in a fast-paced setting.

Formación

• 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, professional tone with stakeholders.
• Ability to take initiative and own key decisions on office operations.
• Ability to work in a busy, fast-paced professional environment.
• Punctual and responsive with high attention to detail.

Responsabilidades

• Manage day-to-day operations of the Madrid office to ensure smooth running.
• Serve as first point of contact for employees, liaising with IT, Finance and HR.
• Coordinate with vendors and monitor office-related documentation and payments.
• Oversee office environment, access cards, and liaise with building management.
• Support onboarding of new starters and leavers, including office setup.
• Plan internal events and coordinate meetings, catering, and travel as needed.

Conocimientos

Fluent Spanish & English

Time management

Strong communicator

Initiative

Office administration

MS Office 365

Herramientas

MS Office 365

Descripción del empleo

Job Overview

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.

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.

Qualifications

• 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

Compensation and Benefits

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.

Company Culture and Diversity

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.