Main Purpose:

We are seeking an

Administrative & Office Management Assistant

to support daily activities within our Madrid Corporate office. The role focuses on administrative coordination, basic accounting support, and office assistance. This role provides essential assistance to HR, Finance, and teams members to ensure smooth internal processes and efficient office coordination.

Key Responsibilities: Responsibilities include but are not limited to:

Administrative Support

Provide day-to-day administrative support to the team

Manage emails, phone calls, and internal communications efficiently

Organize and maintain accurate files, records, and documentation

Schedule meetings and assist with calendar coordination

Prepare basic documents, reports, and presentations as require

Support HR administrative tasks, ensuring compliance with office policies and timely submission of documents

Coordinate internal and external events, including meetings, seminars, and business lunches

Ensure compliance with internal procedures and documentation standards

Ensure strict confidentiality of all information handled

Accounting & Procurement Support

Help reconcile supplier invoices

Assist with KYC requests and renewal processes, including collection and verification of client documents and updating internal records

Liaise with internal teams and external vendors as needed

Look for new suppliers when needed to support internal office activities

Manage insurance claims and coordinate their resolution

Office Management:

Oversee general office operations, including managing supplies, organizing meeting rooms,



and ensuring the smooth running of the office environment.

Knowledge, Skills and Abilities

Proven experience as an Assistant, or in a similar administrative role.

Excellent communication and writing skills

Fluent in English (spoken and written )

Excellent organizational and interpersonal skills

Diploma or degree in Business Administration, Accounting, Logistics or related field

3 -5 years of experience in Administration, basic accounting support, office management

Skills & Competencies

Ability to work autonomously, prioritize tasks, and manage time efficiently.

Strong attention to detail and accuracy

Ability to manage multiple shipment files simultaneously

Good communication skills with internal teams and external partners

Organized, reliable, and process-driven

Comfortable working in a fast-paced logistics environment

Sophisticated IT skills, including proficiency in Word, Excel, PowerPoint, Outlook,

Intellectual curiosity and an open-minded approach

Able to excel in a fast-paced work environment.

Key Relationships:

Internal

All team member, Accounting Team, HR

External

Clients, partners, suppliers

Third-Party

Equal Opportunity Employer We are an Equal Opportunity Employer and take pride in a diverse workforce. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status. #J-18808-Ljbffr

📌 Administrative & Office Management Assistant (Madrid)
🏢 Impala Terminals Group
📍 Madrid