Office Administrator

**Company Description**

Quanta Tech Systems is a New York-based cybersecurity firm specializing in next-generation infrastructure and scalable security products for modern digital environments. Our offerings include high-performance consumer VPN software and enterprise network protection tools designed to safeguard personal privacy and secure remote access. We provide solutions that ensure ease of use, speed, and data privacy, protecting individuals, businesses, and institutions from evolving cyber threats. Trusted for performance and protection, Quanta Tech Systems serves the needs of startups to large enterprises.

We’re opening our Madrid office and looking for a bilingual Office Administrator to keep everything running smoothly. This is a hands-on role where no two days look the same — from managing calendars and client meetings, to interpreting in real-time, coordinating with government offices, and even supporting sales when needed. Prior experience in security, fintech, or regulated industries is a plus.

**What You’ll Do**
- Client coordination: Contact prospects/clients, schedule meetings (Zoom/in-person), prepare agendas, take notes, track follow-ups in CRM.
- Calendar & travel: Own executive calendars; book travel, hotels, and venues across ES/EU/US; manage visas/appointments when needed.
- Accounting liaison: Work with gestoría/accounting on invoices, receipts, payments, supplier onboarding; collect and organize docs for monthly closes; chase overdue invoices with a polite, firm tone.
- Vendors & errands: Coordinate notary/bank appointments, order supplies/SIMs, manage building/admin requests.
- Docs & compliance: Keep files tidy in Drive; maintain checklists for KYC/vendor onboarding; prep simple templates (NDA, meeting minutes).
- Sales & client-facing tasks: Step in on sales coordination if needed; support business development outreach; prepare proposals.
- Government & bureaucracy: Liaise with Spanish government offices, notaries, and regulatory bodies; help navigate Spanish bureaucracy when needed.
- Reporting: Weekly ops summary (meetings booked, client touches, AR/AP status, open tasks), and simple dashboards in Sheets/Notion.

**Must-Haves**
- Profiency Spanish & English (C1+). Confident live interpreting in meetings and on calls.
- Experience: 2-5 years in office admin/operations / EA/customer coordination roles.
- Sales: Prior experience supporting or executing sales processes; ability to engage with prospects and clients.
- Tools: Google Workspace, Excel/Sheets, Calendar, Zoom; basic CRM (HubSpot/Pipedrive), Slack/Notion or similar.
- Organization: Meticulous with details, fast follow-through, strong writing in both ES/EN.
- Presence: Professional, friendly, reliable; comfortable speaking with clients, accountants, banks, government offices, and notaries.
- Work authorization: Right to work in Spain.

**Nice to Have**
- Speak Ukrainian or Russian (helpful but not required).
- Prior experience with gestorías, invoices (“facturas”), and Spanish admin flows.
- Background in security, fintech, or regulated industries.
- Basic LinkedIn/Calendly/HubSpot automations; light event coordination.
- Driver’s license (for occasional errands).
- Fluency in English and Spanish
- Bachelor's degree or equivalent experience in a related field

**Education**:

- Bachelor's (preferred)

**Experience**:

- Administrative : 2 years (required)
- Sales: 1 year (required)

**Language**:

- Spanish (required)
- English (required)

**Location**:

- 28006 Madrid, Madrid provincia (preferred)

Work Location: In person