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 yea

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