Office Manager

Transaction Network Services (TNS); Madrid; On-site; EUR 26,000 - 34,000; Full time

Job summary

Transaction Network Services (TNS) is seeking a capable Office Administrator to provide administrative, finance, and executive support in Madrid. You will assist with office operations, customer and supplier ledger activities, credit control, invoice management, and personal assistant tasks for the General Manager.

Working closely with internal teams and external partners, you will maintain accurate records, coordinate documentation, manage day-to-day office activities, and help ensure timely

Qualifications

• Experience in office administration, accounts administration or related role.
• Strong organisational and time management skills.
• Excellent written and verbal communication.
• Ability to manage multiple priorities and meet deadlines.
• Attention to detail and accuracy.

Responsibilities

• Provide administrative and personal assistant support to the General Manager.
• Coordinate meetings, appointments, and diary management.
• Arrange business travel, accommodation, transfers and itineraries.
• Prepare documents and coordinate communications to ensure timely follow-up.
• Support customer and supplier ledger activities and invoice management.

Skills

Office administration

Accounts administration

Customer service

Communication

Time management

Attention to detail

Microsoft Office

Tools

Microsoft Office

Job description

An extraordinarily talented group of individuals work together every day to drive TNS' success, from both professional and personal perspectives. Come join the excellence!

Overview

You will be responsible for providing administrative, finance, and executive support to ensure the smooth running of the office. The role is responsible for office administration, customer and supplier ledger activities, credit control, invoice management, and providing personal assistant support to the General Manager. Working closely with internal teams, customers, suppliers, and external stakeholders, the successful candidate will maintain accurate records, coordinate documentation, manage office operations, and support the efficient delivery of business and financial processes.

Responsibilities

General Office Administration

• Support a range of administrative activities, including maintaining records and updating customer and supplier portals.
• Prepare, collect, and coordinate documentation for internal teams and external stakeholders.
• Manage office supplies, inventory, and supplier relationships.
• Handle incoming and outgoing correspondence, mail, and telephone enquiries.
• Support the smooth day-to-day operation of the office and contribute to an efficient working environment.

Customer Ledger

• Liaise with the Billing Team and review invoices prior to issue.
• Support all aspects of credit control and customer account management.
• Monitor invoice progress to help ensure payment terms are met.
• Maintain records of customer queries and follow escalation procedures when required.
• Assist with debt recovery activities.
• Ensure customer portals are maintained accurately and kept up to date.
• Liaise with relevant government and regulatory bodies regarding administrative documentation required for customers and suppliers.

Supplier Ledger

• Monitor the processing of approved and unapproved purchase invoices.
• Manage supplier queries and follow established escalation procedures.
• Support payment requisition processes for Purchase Orders (POs).
• Maintain accurate supplier records and assist with resolving invoice-related issues.

Executive Support

• Provide administrative and personal assistant support to the General Manager.
• Coordinate meetings, appointments, and diary management activities.
• Arrange business travel, accommodation, transfers, and itineraries.
• Prepare documents, coordinate communications, and track follow-up actions to ensure timely completion.

Qualifications

Essential Skills and Experience

• Experience in office administration, accounts administration, customer service, or a related administrative role.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Ability to work independently and collaboratively within a team.

Desirable Skills And Experience

• Experience supporting customer or supplier ledger activities.
• Knowledge of invoicing, credit control, or accounts payable/receivable processes.
• Experience providing executive or personal assistant support.
• Familiarity with finance or ERP systems.

If you are passionate about technology, love personal growth and opportunity, come see what TNS is all about!

TNS is an equal opportunity employer. TNS evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic.