OFFICE INTERN

Recruiter
JANTAMINIAU
Location
Madrid, Comunidad de Madrid (ES)
Posted
18 Nov 2021
Closes
18 Dec 2021
Function
Administration
Level
Intern
Contract Type
Permanent
Hours
Full Time

As the Office intern you will oversee and coordinate office administration and procedures

in order to ensure organizational effectiveness, efficiency and safety. You will need to

handle a wide range of administrative and executive support related tasks and able to

work independently.

Office Manager Responsibilities:

• Manage the front reception desk, answering phone calls, receiving packages

and greeting guests.

• Manage ordering, inventory, and budgets for office supplies.

• Oversee the integrity of the conference room/ meeting spaces booking

processes and schedules.

• Daily maintenance of appearance of common areas, meeting spaces and

conference room.

• Serve as the liaison for building/floor maintenance for any facility issues,

repairs or inquiries.

• Project manage any facility improvements and or build outs.

• Ensure the printer/copier/scanner is always well stocked with ink, toner,

paper and runs efficiently.

• Assist in planning and coordinating all corporate events.

• Assist HR with new employee desk set up and inductions

• Liaison with third-party IT provider.

• Oversee the supply and maintenance of all office equipment.

• Administer corporate cellphone accounts

• Order and distribute keys for designated staff and program alarm codes.

• Order business cards for employees and facilitate mockup templates.

• Supervise incoming mail, shipments, and deliveries.

• Oversee third-party cleaning personnel to ensure office cleanliness is

maintained at a high standard.

• Maintain kitchen area daily and stock kitchen supplies.

• Approve and code all office supplies and expense related invoices in Concur.

• Manage ad hoc projects as assigned by department heads.

 

Executive Support to Managing Directors’ Responsibilities:

• Managing and submitting monthly expense reports

• Assist in coordinating Managing Directors’ business calendars and meeting

requests

• Daily tidying of Managing Director’s office to make sure office is ready for the

workday

• Restocking of any supplies in the office to ensure the smooth running of the

office operations

• Coordinate with IT on any tech support necessary for the running of the

business

• Coordinate and manage the new starter process plus carry out the necessary

introductions and initiation training (IT processes, HR processes, etc)

The ideal person will have/be:

- A luxury and fashion background and a willingness to thrive in competitive

environments

- Well organized, flexible and enjoys the administrative challenges of supporting

an office of diverse people in a fast-paced fashion environment.

- A team player and will be willing to support across all company teams

- A positive attitude and will be keen to embrace new challenges and find solutions

to upcoming problems in a timely manner

- Will think outside the box and will be resourceful when it comes to actioning

tasks

- Will be extremely detail oriented and task focused

- Fluent in English and any additional language is a plus

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