Madrid, Spain
Office manager and PA
at Teresa Sapey + Partners
Teresa Sapey + Partners is seeking an Office Manager/PA to join the office in Madrid, Spain.
This is an excellent opportunity to join and grow within an award-winning architectural and design practice with a warm and welcoming environment!
We are looking for a dynamic, highly-organised and adaptable individual who will have a central role managing the core operational functions of the practice. You will work closely with the partners and the team to co-ordinate the day-to-day running of the studio (administration, IT, facilities, finance, HR and social media). The role also includes PA duties for the company partners.
Key duties
Studio management:
- management of telephone/post/deliveries
- meets and greets guests/visitors
- manages studio calendar/meetings and assist as needed (coffee/IT support/minutes)
- orders stationery and other office supplies (as needed/within office budget)
- manages and organises social events
- ensures the studio space maintains a high standard of tidiness, cleanliness and organisation
- oversees facilities management
- assists with practice health and safety management
Marketing and PR:
- assists in designing the marketing strategy
- assists in preparing/maintaining content for website and social media
- assists in producing brochures and presentation boards for lectures, project meetings, etc.
Administrative support:
- team management and organisation
- timesheet administration
- supports project teams with document control and distribution as required
- maintains and organises the electronic filing system
- prepares and edits documents, reports and letters
- sets up project files and manages archiving
Financial administration:
- support processing and approving monthly expenses (in line with company policy)
- manages invoicing and salaries
- assists with production of fee proposals/payment schedules/product costs
- assists uploading the relevant documentation onto the accounting platform
HR administration:
- assists with recruitment and manages on-boarding process
- maintains company policies and procedures
- monitors and records holiday and sickness absence
IT and software administration:
- liaison with IT and printing providers
- manages user access / queries / faults on key software
- manages maintenance / renewal of contracts for key software
- ensures server back-up storage process is properly managed
PA role:
- providing administrative support to partners (Teresa + Francesca)
- screening phone call, enquires and requests for partners
- organising diary and coordinating personal commitments of directors as required
The successful candidate will have excellent communication skills and meticulous attention to detail. They will be a resourceful self-starter, able to manage priorities and deadlines whilst maintaining a positive and friendly attitude. The ideal candidate must be interested in becoming an essential part of our team!
Other:
- previous experience working in similar roles within the creative sector is desirable
- required languages: Spanish and English
- remuneration is dependent on experience
- Teresa Sapey + Partners is an equal opportunities employer
Application deadline
We are looking to fill the role as soon as possible so please apply at the earliest opportunity! Submit your CV and cover letter via the ‘apply for job’ button below.
Please specify in the subject line of your application: office manager/PA role.