Madrid Office Administrator

As a Madrid Spain Office Administrator based in Madrid, Spain within the Maintenance & Engineering Department you will maintain close contact with departmental management to have the responsibility of overseeing all aspects of the Madrid office administration to ensure the smooth operation of all office functions. Our Maintenance & Engineering Department helps us to drive Aer Lingus’ ambition by supporting the overall functioning of Aer Lingus by providing administrative and logistical support to the Maintenance & Engineering operations.

Your responsibilities as a Madrid Office Administrator will include:

• Manage and oversee daily administrative functions, including but not limited to email correspondence, phone calls, and filing.
• Maintain office supplies, equipment, and inventory, ensuring seamless day-to-day operations.
• Coordinate with vendors and contractors for office repairs and renovations, addressing any issues promptly.
• Assist in onboarding new employees, helping them acclimate to the office environment.
• Book or modify bookings of hotel accommodations and airline tickets for all the weekly needs of the team based at Madrid.
• Schedule and organize meetings, conferences, and special events, both in-person and virtual.
• Manage purchase orders and invoices for the office rental and other categories.
• Handle invoicing, expense reimbursements, and other financial transactions.
• Maintain awareness of safety regulations and ensure compliance.
• Establish and maintain strong relationships with vendors and suppliers, negotiating contracts and agreements when necessary.

We are looking for an individual with experience / qualifications in the following areas:

• Advance Certificate.
• Bachelor degree.
• Previous experience as an Office Manager or similar position doing administrative tasks.
• Advanced knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
• Excellent verbal and written communication skills; ability to effectively interact with people at all levels in an international environment.
• Strategic thinker and problem solver with exceptional organisational and time management skills.
• Punctual, able to work under pressure and ability to meet deadlines.
• Negotiation skills to deal with internal stakeholders with difficult issues.
• Flexible self-starter with enthusiasm and “can do” mentality to manage a variety of projects and activities.
• Great attention to details.
• Experience in administrative support.
• Previous experience working on an international and multicultural environment.
• Experience in developing, implementing, monitoring, and evaluating office operational procedures and guidelines.
• Fluent in English, both written and spoken.
• Eligible to live and work in the EU.
• Hold a current unrestricted worldwide passport.

Closing Date: 22nd of April 2024

At Aer Lingus, we embrace diversity and believe in providing equal opportunities to all qualified individuals. We are dedicated to cultivating an inclusive and respectful work environment that values employees unique backgrounds, experiences, and perspectives. We do not discriminate based on race, gender, sexual orientation, age, disability, or any other protected status. If you have any questions or require any accommodations to support you in your application, please contact us at recruitaerlingus.com.