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 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