Office Support Assistant & Receptionist

Shionogi Europe; Madrid; On-site; EUR 23,000 - 32,000; Full time

Job summary

Shionogi Europe is seeking an Office Support Assistant and Receptionist to maintain efficient office operations in Madrid. You will be the first contact for visitors and staff, coordinating reception, office management and administrative tasks across departments.

Success comes from structured processes, timely support to colleagues, and a professional office environment. Strong Spanish and English communication skills are required.

Qualifications

• Administrative/Office Management qualification or equivalent.
• 2–3 years of reception/office management experience.
• Ability to support multiple departments in a fast-paced environment.

Responsibilities

• Support office management and ensure smooth day-to-day operations.
• Prepare documents, presentations and internal communications.
• Coordinate travel, meetings and logistics.
• Manage filing, records and databases.
• Greet visitors and manage reception duties and mail.

Skills

Organisational skills

Multitasking

Customer service mindset

Microsoft 365 (Outlook, Teams, Word, …

Education

Administrative/Office Management qualification

Tools

Microsoft 365

Job description

Job Description

The Office Support Assistant and Receptionist will support the smooth day-to-day operation of the office and provide general administrative support to different departments. As the first point of contact for visitors, employees, suppliers and external partners, you will combine reception duties, office management and administrative coordination to maintain an efficient, professional and well‑organised working environment.

Job Description

The Office Support Assistant and Receptionist will support the smooth day-to-day operation of the office and provide general administrative support to different departments. As the first point of contact for visitors, employees, suppliers and external partners, you will combine reception duties, office management and administrative coordination to maintain an efficient, professional and well‑organised working environment.

Success in this role will come through efficient office operations, timely support to employees, an excellent visitor experience, effective administrative processes and strong coordination across the business.

Job Requirements

Support office management

• Ensure the smooth day-to-day operation of the office facilities.
• Manage office and kitchen supplies, including stock monitoring and replenishment.
• Coordinate with the landlord or building management, cleaning services and maintenance providers.
• Organise catering and support office events, meetings and workshops.
• Oversee meeting room availability and workspace organisation.
• Support compliance with workplace health, safety and wellbeing requirements.

Provide general administrative support

• Prepare documents, presentations and internal communications.
• Manage filing systems, documentation and administrative records.
• Support contract administration and signature processes.
• Coordinate business travel, meetings and logistical requirements.
• Prepare meeting minutes and follow up on action items when required.
• Maintain databases, distribution lists and internal tracking tools.
• Support general communications addressed to all employees.

Support finance and procurement activities

• Process invoices and related supporting documentation.
• Support purchase orders and supplier administration.
• Assist with the registration of new suppliers.
• Coordinate payment documentation, expense records and administrative financial records.
• Act as a liaison with internal Finance teams and external suppliers when required.

Coordinate corporate events and activities

• Coordinate the logistics of internal meetings, Advisory Boards, training sessions and corporate events.
• Organise catering, meeting rooms, materials and visitor support.
• Help ensure that activities held within the office are delivered professionally and to a high standard.

Create a professional reception experience

• Welcome visitors, clients and external partners in a professional manner.
• Manage incoming phone calls and enquiries received through general mailboxes.
• Coordinate visitor access and meeting room bookings.
• Handle incoming and outgoing mail, courier services and deliveries.
• Maintain the reception area in an organised and professional condition.

Job Responsibilities

You will bring the practical experience, service mindset and organisational skills needed to support a busy and dynamic office environment.

• An Administrative, Assistant or Office Management qualification.
• 2–3 years of experience in reception, office management or administrative support.
• Experience supporting different departments simultaneously in a fast-paced environment.
• Excellent organisational and multitasking skills, with strong attention to detail.
• A customer-service-oriented mindset and a professional, approachable manner.
• Excellent verbal and written communication skills in Spanish.
• A professional level of written and spoken English, B2 or above.
• The ability to work independently, prioritise effectively and handle changing requirements.
• A high level of discretion and confidentiality.
• Strong problem-solving skills and a collaborative approach.
• Proficiency in Microsoft 365, including Outlook, Teams, Word, Excel and PowerPoint.

It would be an advantage if you also have

• A university degree or Business Administration background.
• International experience.
• Experience working with document management systems.
• Familiarity with finance and procurement platforms.

The way you work

You are proactive, service-oriented and comfortable taking ownership of practical office needs. You adapt well to changing priorities, remain reliable and detail-focused, and bring a positive, solution-oriented approach. You enjoy working as part of a team and can build effective relationships with employees at all levels of the organisation.

You will work closely with the Office Manager & Executive Assistant, colleagues across different departments, internal Finance teams, suppliers and external partners to provide responsive administrative support and keep the Madrid office running smoothly.

If you are an organised and service-minded professional who enjoys creating a welcoming and efficient workplace, we would be pleased to hear from you.