Administrative Project Assistant

Company Description
PAL Robotics is a leading robotics company based in sunny Barcelona. Our goal is to enhance people's quality of life through robotics and automation technologies. We have over 20 years of experience in the robotics field and offer daily challenges to everyone in our team to help them grow.

Job Description
We are looking for an Administrative Project Assistant to support the management of ongoing funded projects at PAL Robotics, including local, national, and European programmes (e.g., Horizon Europe, Eurostars, CDTi and others).

The role involves supporting the administrative management of funded projects by coordinating documentation across departments, ensuring compliance with funding-agency requirements, gathering and validating justification documents (e.g., timesheets, invoices, travel reports), contributing to the preparation of internal and external monthly financial and technical reports and handling logistics for project meetings.

The ideal candidate is organized, proactive, and comfortable working in a dynamic, multidisciplinary environment.

Primary Duties

• Provide assistance with Spanish, European and International public subsidies.
• Follow up and ensure the time tracking from all company projects.
• Manage relations with partners and auditors.
• Maintain accurate and up-to-date cost control and financial forecasts.
• Support elaborating budgets for new projects
• Elaborate periodic financial and administrative reports.
• Ensure proper storage, organization, and traceability of all project documentationing budgets for new projects.
• Ensure proper storage, organization, and traceability of all project documentation.
• Support in legal documentation (NdA, Consortium Agreements, Grants, etc.).
• Other duties as required.

This role reports to the Collaborative Project Department and Finance Team.

Qualifications
Mandatory Requirements

• Proficient in English and Spanish
• Good knowledge of Office / Google Drive suite (Excel, Spreadsheets, Word, Docs, etc.) with the ability to manage data, create reports, and track project information.
• Ability to follow procedures, maintain accurate records, and support administrative processes.
• Excellent organizational skills and attention to detail.
• Willingness to learn about project management, reporting, and compliance in funded projects.

Desired Requirements

• Good knowledge of accountancy.
• Experience with government grants and subsidies, as well as reporting and auditing for EU projects.
• Understanding of legal documents, including NDAs, Consortium Agreements, and Grant Agreements.
• Proficiency in Catalan.

Additional Information

Job conditions
We offer a competitive compensation package, including salary, benefits, and opportunities for professional development. You will be part of a dynamic and international team in a constantly growing and developing environment in a fulfilling and inclusive equal opportunity workplace.

• Permanent full-time contract. 37.5 hours/week - At PAL, we believe in work-life balance and in order for every one of our employees to benefit, from 2024 we have pledged to work 2.5 hours less every week.
• Flexible working hours and early finish at 14:00 on Fridays.
• 26 working days of annual leave and the 24th and 31st of December are non-working days.
• Opportunities for payment in kind and ongoing training initiatives.
• Free coffee & tea provided.
• Immediate start date.

Contact details
If you are interested, please apply via the link on this site or send your CV to recruit @pal- Please specify the job code JOB and the name of the job in the subject field of the email.

All information will be treated in accordance with the RGPD.