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