Office Manager / Facilities Coordinator

Cushman & Wakefield; Madrid; Presencial; EUR 30.000 - 45.000; Jornada completa

Descripción de la vacante

A global real estate services firm in Madrid is seeking an experienced Office Manager / Facilities Coordinator. The role involves managing reception duties, supporting facilities operations, and coordinating meetings and events. Candidates should have strong organisational, communication, and customer service skills, along with a good understanding of financial processes. This position offers a full-time employment opportunity.

Formación

• Strong organisational and administrative skills.
• Experience with financial processes and budget preparation.
• Ability to manage vendor relationships.

Responsabilidades

• Provide reception cover and manage site operations.
• Raise purchase requisitions and assist with finance.
• Set up and coordinate meetings and events.

Conocimientos

Organisational skills

Communication skills

Customer service skills

Herramientas

ServiceNow

Famis

Yardi

Descripción del empleo

Overview

Office Manager / Facilities Coordinator role at Cushman & Wakefield. Join to apply for this position.

Cushman & Wakefield is a global leader in commercial real estate services, helping clients transform the way people work, shop, and live. The firm’s 52,000 employees in more than 60 countries provide local and global insights that create value for occupiers and investors around the world.

Job Description

We have an exciting opportunity for an experienced facilities professional to join our GOS expanding team. The Facilities Coordinator will support our Client’s facilities operations at a small site, focusing on assisting with visitors and vendors in addition to supporting meetings and events on-site. This role requires strong organisational, administrative, communication, and customer service skills, alongside a good understanding of basic financial processes.

Key Responsibilities

Reception and Office Environment

• Provide reception cover as required to ensure smooth site operations.
• Walk the office environment to keep standards high and raise them where required.

General Administration

• Raise purchase requisitions and verify invoices. Assist with monthly finance close and annual budget preparation. Support other sites across EMEA remotely where admin assistance is required.
• Assist with general tasks such as managing post, stationery supplies, and ad-hoc duties from the operations management team.
• Respond to staff queries, logging tickets, reaching out to vendors for resolutions. Manage daily, weekly and monthly work orders to ensure on-time completion.
• Utilise internal systems like ServiceNow (Helpdesk), Famis (Facilities Work Orders), Yardi (Purchase Requisitions & Invoicing), and others for various administrative tasks.

Events And Meetings

• Perform daily checks of all meeting rooms to ensure AV equipment is functioning and resolve any issues.
• Set up meeting rooms, including arranging room layouts and coordinating with the housekeeping team.
• Ensure meeting rooms are organised and presentable, including replenishing whiteboard supplies.
• Monitor meeting room calendars and proactively contact hosts to ensure all requirements are met.
• Assist with event setups, including collecting and setting up catering as needed.
• Support internal and external events, ensuring room setups and refreshments are managed, with flexibility for early starts or late finishes.
• Build and maintain relationships with local external venues for event coordination.
• Liaise with Housekeeping and Security for out-of-hours events.

Location

Madrid

Additional Information

We foster a culture of inclusion that embraces the unique strengths, perspectives, and experiences of all our employees. We believe that our diversity enhances our team’s capabilities, leading to improved decision-making, innovation, and business outcomes. If you have any reservations about applying, please contact your local recruiter for additional information.

Job Details

• Seniority level : Mid-Senior level
• Employment type : Full-time
• Job function : Administrative

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