Operations & Client Coordinator (Part-time)

Papeleo Sin Jaleo SL; Madrid; Presencial; Confidencial; A tiempo parcial

Descripción de la vacante

A paperwork assistance service in Madrid is seeking an Operations & Client Coordinator to streamline clients' visa and residency procedures. This role involves organizing documentation, managing appointments, and providing client support in both Spanish and English. Candidates should be highly organized, detail-oriented, and eager to grow with the company. The position offers a part-time schedule with a pathway to full-time.

Servicios

Hands-on training from the founder

Opportunity for growth into a full-time role

Flexible part-time schedule

Positive work environment

Formación

• Fluency in Spanish and English is essential for communication.
• Based in Madrid, with availability for in-person appointments.
• Valid work permit to work legally in Spain.
• Excellent communication skills, both professional and friendly.
• Highly organized and detail-oriented.

Responsabilidades

• Prepare and process documentation for NIE/TIEs and visas.
• Book and manage appointments with public institutions.
• Accompany clients to in-person appointments as required.
• Respond to client questions via email, WhatsApp, and phone.
• Contribute to improving templates and workflows.

Conocimientos

Fluent in Spanish

Fluent in English

Strong communication skills

Highly organized

Proficient with Google Workspace

Problem-solving abilities

Descripción del empleo

Join the dynamic team at Papeleo Sin Jaleo SL as our new Operations & Client Coordinator! We’re all about making paperwork a breeze for our clients — and now we’re welcoming a dedicated, bilingual professional to help us grow.

As our first hire, you’ll work closely with the founder and be at the heart of our operations. From guiding clients through visa and residency procedures (including NIE/TIE obtaining), to managing appointments, handling document legalizations, and improving internal workflows, you’ll be instrumental in helping people navigate Spanish paperwork — stress-free.We’re looking for someone who’s a natural organizer, great with people, and ready to take initiative. You’ll collaborate across services, bring smart solutions to daily challenges, and help keep our clients smiling every step of the way.

If you’re passionate about delivering top-notch service, love solving problems, and want to make a real impact — this is your chance to become a key part of a growing company that’s redefining how people handle their paperwork.

Tasks

• Prepare and process documentation for NIE/TIEs, visas and residency applications, "empadronamiento", and Spanish document attesting (legalizations and apostille)
• Book and manage appointments with public institutions (e.g. extranjería, police, Ayuntamiento, consulates)
• Accompany clients to in-person appointments in Madrid when required
• Onboard clients and explain step-by-step processes clearly and supportively
• Respond to client questions via email, WhatsApp, and phone in both Spanish and English
• Communicate with collaborators (e.g. gestorías, legal partners) and public offices
• Keep client records organized and updated
• Contribute to improving templates, workflows, and internal service documentation.

Requirements

• Fluent in Spanish and English (written and spoken) — essential for communicating with both clients and institutions
• Based in Madrid, with availability to attend in-person appointments when needed
• Holds a valid work permit to work legally in Spain
• Strong communication skills — clear, professional, and friendly
• Highly organized and detail-oriented, with the ability to manage tasks and deadlines independently
• Comfortable taking initiative and solving problems in a dynamic, client-facing environment
• Proficient with Google Workspace (Docs, Sheets, Drive), Outlook, Microsoft Word and Excel
• Confident using digital tools like WhatsApp Web, online form platforms, and scheduling systems
• Prior experience in administrative, secretarial, or support roles is a plus, especially involving client coordination or paperwork
• Must be willing and available to transition to a full-time schedule after the probation and training period, as the company grows.

Benefits

• Hands-on training and mentorship directly from the founder
• Real opportunity to grow with the company into a long-term, full-time role
• Learn everything about Spanish immigration, residency, and administrative paperwork
• Help people from around the world — students, families, professionals — build a new life in Spain
• Flexible part-time schedule under a "media jornada" contract
• Hybrid work model – combine remote tasks with in-person appointments in Madrid
• Work in a positive, human-first environment that values creativity, initiative, and professionalism
• The role starts as a part-time position and offers a real opportunity to grow into a full-time operations role as the company expands.

If this sounds like the right opportunity for you, we’d love to hear from you!

To apply, please submit your CV along with a short motivational letter (max 1 page) explaining why you're a great fit for this role, your background, and your availability. Shortlisted candidates will be invited to a brief video interview, followed by a practical task to assess skills and fit.

We’re excited to meet someone who’s ready to grow with us and help our clients navigate Spanish paperwork — stress-free.