Receptionist

Arup; Comunidad de Madrid; On-site; EUR 26,000 - 32,000; Full time

Job summary

Arup Madrid is seeking a motivated receptionist to be the friendly face of our office. You will welcome visitors, route them appropriately, and manage calls and correspondence with precision.

You will coordinate meetings, travel, and office logistics, while supporting teams with reports and templates. The role requires fluent Spanish and high-level English, plus strong organizational and service skills.

Qualifications

• Native or C1 level Spanish.
• High fluency in written and spoken English.
• Solid reception or administrative experience.
• High standards of customer service and communication.

Responsibilities

• Greet visitors and guide them within the Madrid office.
• Handle incoming/outgoing calls via Teams with high service standards.
• Manage correspondence and coordinate national and international courier services.
• Organise internal catering and liaise with external suppliers.
• Schedule meetings, manage calendars, and book room reservations.
• Assist teams with formatting reports using corporate templates.
• Coordinate with Facilities, Finance and other internal departments.
• Manage equipment loans and office supplies.
• Support other duties related to the receptionist role.

Skills

Spanish (native/C1)

English (fluent)

Reception/administrative experience

Customer service

Communication

Organization

Proactive attitude

Team player

Follow processes

Tools

Microsoft 365

Job description

Join our collaborative team and play a key role in the smooth operation of our Madrid office.

Arup's purpose, shared values, and collaborative approach have set us apart for over 75 years, guiding how we shape a better world.

We have been present in Spain since 1993 and we have a team of more than 300 engineers, consultants, and qualified technical personnel. We work for clients from the public and private sectors, providing creative and sustainable solutions based on the efficient use of resources.

Our Secretary Services team works closely with engineers, architects, designers, and specialists across all disciplines, ensuring seamless support for their daily tasks and contributing to the exceptional service we provide to our clients.

The Opportunity

Gain valuable experience in a dynamic, international environment supporting a diverse team of professionals. As a receptionist, you'll be the face of Arup, ensuring a welcoming and efficient office environment.

As a Receptionist at Arup, you will:

• 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.
• Management of correspondence and coordinate courier services (national and international).
• Organise and set up internal catering acting as the first point of contact with external suppliers.
• Manage calendars, schedule meetings, and coordinate room reservations.
• Handle book travel using our internal platform.
• Assist teams 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.

Does this role inspire you?

We're looking for a motivated and enthusiastic individual to join our dynamic team. Ideally, you’ll bring:

• Native or C1 level Spanish.
• High fluency in written and spoken English (fluent conversation is essential).
• Solid previous reception or administrative experience ideally in consultancy firms or in high-demand environments.
• High standards of customer service.
• Advanced skills in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Copilot).
• Ability to follow defined processes, manage multiple tasks simultaneously and to work to deadlines.
• Excellent communication and organizational skills with attention to detail.
• Proactive, emotionally resilient and self-managing attitude.
• A willingness to work as part of a high-performing team.

Bonus points if you have:

• Previous experience in the responsibilities described as receptionist, customer service or administrative duties.
• Knowledge of CRM and previous experience with digital tools such as IA (copilot, prompting, canva).
• Immediate incorporation

Why Arup?

At Arup, we believe in investing in our people and supporting their growth from day one. As a trust-owned company, we're driven by our purpose and values, creating a collaborative and rewarding environment for our employees.

Benefits that work for you:

• Professional Growth & Development: Benefit from continuous learning opportunities, training programs, and mentorship to enhance your skills and advance your career at Arup.
• Global Opportunities: Collaborate with colleagues worldwide and explore potential short-term or long-term assignments at other Arup offices and project locations.
• Financial Well-being & Ownership: Receive a competitive salary and benefits package and share in Arup's success through our global profit-sharing programme.
• Well-being and Culture: Access to a range of well-being programs, including sports subsidies, social activities, and initiatives promoting a healthy work-life balance. We foster a diverse and inclusive culture where everyone feels welcome, respected, and valued.

Arup is recognized as one of the best companies to work for in Spain 2025 by Actualidad Económica and Forbes magazine, thanks to our flexibility policies. We also adhere to the Code of Principles of Generational Diversity, committing to equal opportunities regardless of age.

At Arup, you belong to an extraordinary collective where individuality is encouraged. Our strength comes from how we respect, share, and connect our diverse experiences, perspectives, and ideas. You’ll have the opportunity to do socially useful work that has meaning—to Arup, to your career, and to the clients and communities we serve.

We are proud to be an equal opportunity employer and are committed to building a workplace that reflects the rich diversity of the world around us. We actively promote a culture of inclusion where everyone feels welcome, respected, and valued.

We welcome applications from talented individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, disability, ethnicity, religion, sexual orientation, or any other protected characteristic. We are committed to making our recruitment process and workplaces accessible. If you need any assistance or adjustments, please visit our Candidate Support page for contact infor mation and assistance. We're happy to help.

Do you want to join us in shaping a better world?

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