Front of House Administration

-Run the office operations in a professional and welcoming manner
-Manage an efficient in-coming and out-going postal facility for the business including couriers, special deliveries and overseas requirements
-Organise meetings and caterings on request
-Manage services on request, such as taxi bookings, flower deliveries, etc.
-Ensuring a smooth flow of information between departments
-Order stationary and relevant supplies for office, including inventory management
-Administrative tasks for functional operations to support organisational effectiveness and efficiency
-Identify opportunities to continuously improve processes and procedures
-Assist with researching new initiatives for the workplace environment
-Support the development of the WPS vision and strategy
-Developing close relationships with colleagues and the local team
-Primary contact for service partners, suppliers and contractors
-Execution of individual tasks, which essentially belong to the main purpose of the job role

Budget & Purchase Orders

-Arrange new vendors and catalogue entries in Oracle
-Create POs and Capex POs in Oracle, approve and monitor the payments
-Functional budget tracking - Oversee the budget and spend for WPS related items and assist management team with preparing & maintaining WPS budgets for each FY

Health & Safety

-Ensuring that health and safety policies are up to date and that the office is a safe place to work
-Collaborate with the H&S; Team for all safety topics and support with updating measures

Office Services

-Support other corporate departments like FM,



IT or Projects with general administration tasks like eg. furniture orders/moves, technical support for IT issues and small WPS projects
-First contact for third party service providers and landlord/Spaces Center Manager with the ability to forward requests to the correct internal departments or WPS supervisor for escalation
-Support INT Comms or Wellbeing with the organisation of events for the office such as Summerfest/Winterfest etc.
-Close collaboration with the Cultural Champion in Spain

Office Security

-Support with New Starter onboarding for all functions based in Madrid
-Report any security issues to WPS supervisor
-Run an efficient visitor Management

Continuous Improvement

-Support the WPS department where there is impact to cross European operational efficiencies

Knowledge, Skills and Attributes:

-Fluent in Spanish and English, Third Language welcome
-Builds great working relationships with team and associates
-Great office skills, MS Office software (Excel, Power Point etc.) and ability to learn new programs
-Excellent communicator in written and verbal formats
-Confident and with strong work ethic
-Be able to work in a fast-paced environment
-Performance focused with the ability to prioritise, and meet deadlines
-Share important information in a timely manner with line manager

Able to Demonstrate:

-Proactive and highly motivated with a can-do attitude
-Highly organised and efficient working style showing own initiative
-Ability to make quick decisions and set priorities while remaining versátil
-Hands on mentality

📌 Front Desk Coordinator (Madrid)
🏢 TK MAXX
📍 Madrid