We are looking for a proactive and highly organized Administrative Coordinator to support the smooth operation of our business and contribute to the coordination of key administrative and operational processes.

This role offers a broad range of responsibilities and the opportunity to work closely with different departments, internal stakeholders, and external partners.

Administrative and Operational Coordination

- Coordinate day-to-day administrative processes and support the smooth operation of internal business activities;
- Manage incoming and outgoing correspondence, ensuring accuracy, confidentiality, and timely communication;
- Support efficient document flow and coordination between departments;
- Maintain and improve administrative procedures and workflows;
- Coordinate general administrative and operational needs across the business;
- Maintain accurate records and support the organization of internal documentation and information

Communication and Stakeholder Management

- Act as a point of contact for internal teams and external stakeholders on administrative and operational matters;
- Build and maintain effective relationships with vendors, service providers, and other external partners;
- Coordinate communication and administrative processes with accounting, payroll providers, auditors, and other relevant stakeholders;
- Support effective collaboration between different departments and contribute to the smooth coordination of cross-functional activities;
- Provide operational and administrative support to the HR team when required

Business and Executive Support

- Support the coordination of calendars,



appointments, meetings, and other business activities;
- Organize internal and external meetings, ensuring smooth communication and logistical coordination;
- Support the coordination of business events, conferences, and other company activities;
- Assist with various executive and team support activities when required;
- Coordinate internal and external stakeholder interactions and ensure a professional and efficient experience

Financial and Process Administration

- Support the processing and coordination of vendor invoices through SAP Concur in accordance with internal procedures;
- Assist with the review and administration of employee expense reports;
- Support compliance with internal administrative and financial procedures;
- Maintain accurate records and documentation related to administrative and operational processes

Travel and Cross-Functional Projects

- Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries;
- Participate in cross-functional projects and company-wide initiatives;
- Identify opportunities to improve administrative processes and contribute to the continuous improvement of internal operations;




- Take on additional administrative and operational responsibilities based on business needs

Requirements

- Bachelor's degree in Business Administration, Management, or a related field is preferred;
- 3+ years of experience in an administrative, coordination, operations, or business support role;
- Fluency in English and Spanish, both written and verbal;
- Advanced proficiency in MS Office Suite and other relevant business tools;
- Experience with electronic document management systems is an advantage;
- Strong organizational and time-management skills, with the ability to manage multiple priorities;
- Excellent interpersonal and communication skills, with the ability to interact effectively with stakeholders at all levels;
- High attention to detail and accuracy;
- Ability to work independently, identify issues, and find practical solutions;
- A proactive, hands-on, and solution-oriented mindset;
- Adaptable and adaptable, with the ability to work effectively in a dynamic environment;
- Strong sense of ownership, reliability, and willingness to learn and grow

Benefits

- Modern, fully equipped office in a central location;
- Competitive salary aligned with local market standards;
- Opportunities for professional growth and development within an international group;
- Official employment with clear contractual terms and timely payments;
- Standard five-day working week with 8-hour working days;
- Annual leave and public holidays in accordance with local labor legislation;
- Partial coverage of private medical insurance

📌 Administrative Support Manager (Madrid)
🏢 Freedom24
📍 Madrid