*At
* *HY Legal & Services* *, we are an HR consultancy supporting international clients. We are looking for Administrative Specialist / Office Administrator for our client.
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- 6-month contract with potential extension depending on business needs and performance.
- Work

Location:
Madrid, Spain (San Fernando de Henares) Job Overview: Responsible for the company's daily office and employee logistical support, ensuring the efficient operation of office, dormitory, vehicle, and meeting resources, and supporting the finance department's invoicing and payment processes. Must be proficient in office software and adaptable to multilingual, multicultural, and diverse work environments. Main

Responsibilities:

- Office Operations and Daily Maintenance: Daily office operations, administrative supplies management, environmental maintenance, cleaning arrangements, and coordination with cleaning suppliers.
- New Employee Onboarding and Offboarding Support: Providing new employees with office seating and workstation supplies, onboarding tours & guidance, and offboarding handover.
- Package and Mail Management: Receiving, distributing, and sending company packages; coordinating with courier/logistics suppliers.
- Internal Announcements and Communication: Issuing internal company notices, meeting reminders, and various administrative announcements; maintaining internal communication channels.
- Dormitory Management: Dormitory allocation, check-in/check-out procedures, maintenance and safety checks,



cost sharing, and accounting communication.
- Vehicle Management: Vehicle dispatching and maintenance records, driver's license and insurance file management, and coordination with rental/fleet suppliers.
- Invoice and Payment Support: Collect and verify invoices and related vouchers, complete payment processes and reimbursement coordination.
- Meeting Room and Event Management: Reservation of meeting rooms, venue setup, offline meeting support, and visitor reception.
- Systems and Documents: Maintenance of administrative ledgers and process documents; proficient in Word, Excel, and PowerPoint.
- Other: Participation in or assistance with cross-departmental projects and ad-hoc administrative tasks as needed. Job

Requirements:

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Education:
Priority given to candidates with a degree in Public Administration, Business Administration, or a related field.
- Languages: Fluent in Spanish, Chinese, and English (written and spoken).
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Experience:
At least 1 year of experience in administration, logistics, or office management; experience in dormitory/vehicle/parcel management is preferred.
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Skills:
Excellent communication, coordination, and organizational skills; adept at multitasking and working under pressure; adaptable to multilingual, multicultural, and multi-environmental work environments.
- Documents/Requirements: Priority given to candidates with their own vehicle.

📌 Administrative Specialist (San Fernando de Henares)
🏢 HY Legal and Services
📍 San Fernando de Henares