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Office Assistant
hace 2 semanas
Reports to: Finance Director
Location: Madrid
**Purpose**
The objective of the Office Assistant is to ensure the smooth operation of general services in the Madrid office. This role is primarily responsible for managing front desk activities and coordinating with suppliers that provide office support services. The position includes reception duties, vendor coordination, and ensuring compliance with safety and maintenance standards within the workspace.
**Activities & Responsibilities**
- Contributing to the planning and review of office services, and setting priorities and office service standards
- Supervise physical facilities and ensuring buildings and equipment are maintained
- Ensuring compliance with occupational health and safety regulations. Coordinate and provide support in the inspection and maintenance of office infrastructure, including: Fire extinguishers, emergency exits, alarm systems, and general safety equipment
- Serve as the main point of contact for service providers related to courier services, postal mail, and office supply procurement.
- Welcome and receive office visitors, manage access control, and provide general front desk support during service hours.
- Provide logístical support for in-office meetings (room reservation, ensuring rooms are open, clean, and equipped).
- Send invoices daily to the corresponding departments.
- Manage and allocate available parking spaces among employees.
Secondary Responsibilities:
- Provide occasional support to the Finance Department as required.
**Job Requirements**
- Minimum of 1 years’ experience in office administration or facilities coordination.
- High level of Spanish, both spoken and written.
- Intermediate level of English desirable.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Strong organizational skills and attention to detail.
- Excellent interpersonal and communication skills.
- Ability to manage multiple tasks, prioritize responsibilities and work effectively in a team environment.
- Customer-oriented mindset and proactive problem-solving attitude.- Medline is committed to reducing our carbon footprint, developing responsible products, supporting our employees and local communities, and promoting high ethical standards internally and among our supplier partners. Click_ _here_ _to discover what Medline is doing to make healthcare more sustainable for people and the planet._
