Onsite Reception & Office Coordinator

Arup; Madrid; Presencial; EUR 20.000 - 26.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Professional Growth & Development

Global Opportunities

Financial Well-being & Ownership

Well-being and Culture

Descripción de la vacante

Arup in Madrid seeks a receptionist to be the welcoming face of the office, supporting daily operations for a diverse team of professionals.

The role emphasizes visitor greeting, calendar management, travel bookings, and coordination with Facilities and Finance. Strong Spanish and English, plus prior admin experience, are required. This onsite position offers a collaborative environment and opportunities across Arup offices worldwide.

Formación

• Native or C1 level Spanish required.
• Fluent English is essential for conversation.
• Reception or administrative experience in a consultancy or high-demand environment is preferred.
• High standards of customer service.
• Advanced skills in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Copilot).
• Ability to manage multiple tasks and meet deadlines.
• Excellent communication and organizational skills with attention to detail.
• Proactive, emotionally resilient and self-managing attitude.
• Willingness to work as part of a high-performing team.

Responsabilidades

• Act as the first point of contact for visitors, greeting them and providing initial directions within the office.
• Handle incoming and outgoing calls via Teams while maintaining the highest standards of customer service.
• Manage correspondence and coordinate courier services (national and international).
• Organise and set up internal catering, liaising with external suppliers.
• Manage calendars, schedule meetings, and coordinate room reservations.
• Book travel using internal platform.
• Assist teams with formatting reports and using corporate templates.
• Liaise with internal departments (Facilities, Finance, etc.).
• Manage measuring equipment loan and office supplies.
• Other duties related to the role.

Conocimientos

Spanish (Native/C1)

English (Fluent)

Reception experience

Administrative skills

Customer service

MS 365 proficiency

Communication

Organization

Proactive attitude

Team player

Educación

High school diploma or equivalent

Herramientas

CRM systems

Copilot / AI tools

Canva

Microsoft 365

Descripción del empleo

Arup in Madrid seeks a receptionist to be the welcoming face of the office, supporting daily operations for a diverse team of professionals.

The role emphasizes visitor greeting, calendar management, travel bookings, and coordination with Facilities and Finance. Strong Spanish and English, plus prior admin experience, are required. This onsite position offers a collaborative environment and opportunities across Arup offices worldwide.