Office Supervisor

Lucas Fox — A Dils company; Madrid; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

A leading real estate agency in Madrid seeks an Office Manager to be the operational and administrative leader of its office. This full-time role involves coordinating office operations, managing supplier relationships, and providing direct support to senior management. Candidates should have at least 3 years of experience in a similar role and fluency in both English and Spanish. The position offers competitive benefits including 23 days of holiday, gym discounts, and extensive training opportunities.

Servicios

23 days of holiday per year + 2 personal days

Discounts on gyms, fashion, travel, and lifestyle brands

Extensive onboarding and continuous training

Long-term career development opportunities

Formación

• Minimum 3 years of experience in an Office Manager, Operations, or Executive Support role.
• Proven experience supporting senior leadership and managing complex responsibilities.
• Advanced IT skills including Microsoft Office and CRM systems.

Responsabilidades

• Lead operational and administrative functions of the Madrid office.
• Coordinate office operations and manage supplier relationships.
• Support HR functions in onboarding and offboarding processes.
• Supervise financial and administrative processes including invoicing and budget control.

Conocimientos

Operational leadership

Financial management

Interpersonal communication

Fluency in English

Fluency in Spanish

CRM systems (Salesforce)

Herramientas

Microsoft Office

Salesforce

Descripción del empleo

Lucas Fox is renowned for its exceptional portfolio of properties in Spain’s most sought-after locations. Our skilled, multilingual team sets the standard for excellence, delivering premium services to our clients. With a strong presence across Spain, Andorra, Portugal, and France, Lucas Fox continues to grow as one of the leading real estate agencies in the region.

At Lucas Fox, we’re entering an exciting new chapter following our majority acquisition by Dils, a leading international real estate group. This acquisition creates powerful new growth opportunities within Spain’s luxury real estate market, making this the perfect moment to join our journey.

Due to our continued expansion, we are looking for an

Office Manager

to act as the

operational and administrative leader of our Madrid office

This role goes beyond traditional reception and administration and plays a strategic role in supporting senior management, driving operational efficiency, and coordinating key business functions across the office. You will be a central figure ensuring excellence in daily operations while actively contributing to the commercial and organizational performance of the business.

Responsible for the overall coordination of office operations, including suppliers, office services, procurement, maintenance, facilities.

Provide direct operational support to senior management through reporting, preparation of presentations, sales analysis, and performance follow-up.

Act as the main front-of-house contact, managing reception duties and serving as the first point of contact for clients, partners, and visitors.

Support the HR function in onboarding and offboarding processes, payroll coordination, training logistics, attendance control, and general employee administration.

Manage relationships with external suppliers, ensuring appropriate service levels, contract compliance, and cost control.

Supervise office-level financial and administrative processes, including invoicing, expense tracking, budget control, and coordination with the finance department.

Maintain accurate and compliant documentation and archiving systems for contracts, legal documentation, due diligence files, and property records.

Administer and oversee the CRM system (Salesforce), ensuring data accuracy, user support, and coordination with internal IT when required.

Provide operational support to the commercial and legal teams in relation to due diligence, claims, and legal reporting.

Minimum 3 years of experience

in an Office Manager, Operations, or Executive Support role within an international and fast-paced environment.

Fluency in English and Spanish; additional languages are a strong plus.

Proven experience supporting senior leadership and managing complex administrative and operational responsibilities.

Strong financial and administrative knowledge, with experience in invoicing, budgets, and reporting.

Advanced IT skills, including Microsoft Office and CRM systems (Salesforce experience is a plus).

Excellent interpersonal and communication skills, comfortable dealing with senior executives, clients, legal advisors, and suppliers.

Comfortable working in a fast-growing, high-performance environment.

Full-time permanent contract.

~ 23 days of holiday per year + 2 personal days.

~ Discounts and incentives on gyms, fashion, travel, sports, and lifestyle brands.

~ Extensive onboarding and continuous training.

~ Clear long-term career development opportunities within a global, multicultural organization.