The Office Assistant supports the Corporate office in providing day-to-day organisational and administration support, performing various Office Management and general administrative tasks & activities to ensure the effectiveness of the Greystar Spain team. The role is to create and maintain a pleasant and efficient work environment, ensuring high levels of organizational effectiveness, communication and safety.

JOB DESCRIPTION

Key Role Responsibilities:

Office;

• Ensures office facilities are in working condition, including office/kitchen equipment and systems, by contacting suppliers and other service providers as needed and arranging for any necessary repairs. 
• Maintains office supplies and equipment; ordering as needed within established budget and acts as liaison between the Company and vendors for lease renewal, equipment maintenance, or queries with supplies, invoices, and billing.
• Supports visits (arranging hotel and transportation) of international colleagues.
• Assists with all administrative tasks and office management tasks such as prints and prepares documents for presentations.
• Manages agenda and coordinates scheduling of meetings for Senior members of the team.
• Books travel and accommodation for team members, in line with company policies.
• Arranges & renews corporate contracts regarding travel, hotel accommodation to effectively manage costs and achieve efficiencies where possible.
• Supports team members with filing activities.
• Works with DocuSign for electronic exchanges of contracts and the signing & filing of documents as well as managing post mails by scanning and sending to relevant team.
• Provides additional ad-hoc administration support as required; set up new suppliers.
• Assists with the internal communications within the Madrid Corporate office and supports with charity and social events and activities/events for the corporate office.
• Works with HR and managers to support with onboarding of new team members with desk set up and company IT equipment.

Organisational Responsibilities:

• Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organisational standards, and operational processes related to area(s) of responsibility and reporting breaches of process/ policy or concerns to appropriate individual(s).
• Identifies areas for improvement and offers suggestions to improve efficiency and productivity.
• Keeps abreast of current changes in technology, processes and standards within the industry and area(s) of responsibility by attending internal and external training classes, research and/or subscribing to the internet or other professional publications, or utilising other appropriate method(s) to obtain business and professional information, and applies knowledge and practices to area(s) of responsibility

Role Scope:

• This role will be based in the Greystar Corporate office in Madrid.
• This role will report directly to the People & Culture Director to support administration processes and standards in the Corporate office.
• The post holder may be required to train as First Aider (BHV) and take on those responsibilities as required.