Administration Manager

About Reinschiff

Reinschiff is a Mallorca-based yacht management, storage, brokerage and refit company. We support yacht owners, captains and professional partners with the administration and coordination required to keep yachts, projects and day-to-day operations running properly.

We are looking for an experienced Administration Manager to take ownership of our day-to-day office administration.

This is a hands-on position in a small and growing company. It suits someone who works independently, keeps information organised, identifies what needs attention and follows tasks through to completion.

Your responsibilities

- Manage shared company inboxes, calendars, appointments, reminders and administrative follow-ups

- Maintain company records, digital filing systems, checklists and recurring deadlines

- Coordinate employee administration, including personnel files, holidays, onboarding, offboarding and time-tracking records

- Prepare documents and information required by our gestoría and other professional advisers

- Coordinate invoices, receipts, supplier documents and accounting records in Holded

- Maintain monthly administrative and financial overviews for management

- Create project files, process new job information and ensure operational documentation remains complete and up to date

- Coordinate administrative communication with suppliers, subcontractors and service partners

- Maintain client, enquiry and sales records and support proposal and enquiry follow-ups

- Identify missing information,



outstanding actions and approaching deadlines and follow them through proactively

- Improve administrative processes and document them through clear checklists and procedures

What we are looking for

Requirements:

- Fluent English, German and professional Spanish
- Business administration apprenticeship or studies (or equivalent professional experience)
- Strong organisation and attention to detail
- Process ownership and proactive problem-solving
- Clear communication and prioritization skills
- Good digital competence (Google Workspace, spreadsheets, cloud filing)
- Spanish administration experience (gestoría, authorities, labour coordination)
- Discretion and confidentiality with sensitive information
- Long-term motivation for a permanent position in Mallorca

What we offer

- A permanent, full-time position in Mallorca

- A responsible and varied role with direct contact with the Managing Director

- Genuine responsibility for the organisation and quality of the company's administrative function

- The opportunity to improve and shape the administrative systems of a growing company

- A professional, international working environment

- Salary based on experience and the final scope of responsibility

- Company car

To apply

Apply by sending your CV to [email protected].

Please include a short note confirming:

- Your relevant administration experience

- Your experience with Spanish business administration and gestorías

- Your English, German and Spanish levels

- Your current location and right to work in Spain

- Your earliest possible starting date

- Your salary expectation

📌 Administrative Manager (Palma)
🏢 Reinschiff Yacht Management - Paraleni SLU
📍 Palma