Main Purpose:We are seeking anAdministrative & Office Management Assistantto 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 SupportProvide day-to-day administrative support to the teamManage emails, phone calls, and internal communications efficientlyOrganize and maintain accurate files, records, and documentationSchedule meetings and assist with calendar coordinationPrepare basic documents, reports, and presentations as requireSupport HR administrative tasks, ensuring compliance with office policies and timely submission of documentsCoordinate internal and external events, including meetings, seminars, and business lunchesEnsure compliance with internal procedures and documentation standardsEnsure strict confidentiality of all information handledAccounting & Procurement SupportHelp reconcile supplier invoicesAssist with KYC requests and renewal processes, including collection and verification of client documents and updating internal recordsLiaise with internal teams and external vendors as neededLook for new suppliers when needed to support internal office activitiesManage insurance claims and coordinate their resolutionOffice Management:Oversee general office operations, including managing supplies, organizing meeting rooms,



and ensuring the smooth running of the office environment.Knowledge, Skills and AbilitiesProven experience as an Assistant, or in a similar administrative role.Excellent communication and writing skillsFluent in English (spoken and written )Excellent organizational and interpersonal skillsDiploma or degree in Business Administration, Accounting, Logistics or related field3 -5 years of experience in Administration, basic accounting support, office managementSkills & CompetenciesAbility to work autonomously, prioritize tasks, and manage time efficiently.Strong attention to detail and accuracyAbility to manage multiple shipment files simultaneouslyGood communication skills with internal teams and external partnersOrganized, reliable, and process-drivenComfortable working in a fast-paced logistics environmentSophisticated IT skills, including proficiency in Word, Excel, PowerPoint, Outlook,Intellectual curiosity and an open-minded approachAble to excel in a fast-paced work environment.Key Relationships:InternalAll team member, Accounting Team, HRExternalClients, partners, suppliersThird-PartyEqual Opportunity EmployerWe 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