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 URGENT Office Manager Madrid

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Nombre de messages : 3617
Localisation : Madrid
Date d'inscription : 24/10/2005

MessageSujet: URGENT Office Manager Madrid   Ven 9 Mai - 13:45

Office Manager / Administrator
Vignette Ibérica - Madrid

Vignette’s intranet, extranet and Internet solutions incorporate portal, integration, enterprise content management, collaboration and document management capabilities that can rapidly deliver unique advantages through an open, scalable and adaptable architecture that integrates with legacy systems.
Vignette focuses on the real-world challenges of making Web and document management technologies work together to improve the quality and value of each customer interaction. In the past year, we have introduced some significant product enhancements around our Next-Generation Web and Imaging and Workflow solutions. These enhancements provide better integration among all existing products, increased functionality and enhanced usability for our customers.
Our new product offerings reflects, around high-performance delivery and community applications, the growing needs of Vignette customers to deliver a compelling online customer experience.

Vignette are looking to recruit a Office Manager / Receptionist / HR Assistant to join their Spanish team based in Madrid

This is a great opportunity for an enthusiastic candidate with a flexible approach, excellent administration skills and experience in managing a busy office.
The candidate would report to VP EMEA, and would work closely with the entire team in Madrid and at times with other colleagues throughout EMEA

As a Office Manager you will have administration and office management responsibilities including:

Office Management
• ensuring HR filing is up to date, organising training
• assisting with recruitment, setting up interviews
• liaising with facilities suppliers and organising site visits
• performing a variety of duties for the company's directors managers, assisting with arranging client visits, seminars and entertainment.

• Receiving phone calls, taking messages, voice mail review, and providing customer service by receiving & greeting visitors.

Courier/messenger & packages/post
• Request courier service when needed
• Ensure that the post is ready for the pick up
• Delivery follow up: check delivery/ claimings..etc
• Filing of delivery notes
• Distribution of post from letter box (reception of the building) and distribute it to employees

• Organize purchase orders according to needs
• Review office, cupboards & meeting rooms and ensure that a sufficient level of stationary is maintained

• Organize purchase orders: water, refreshments, coffee etc
• Review & refill fridge when required

Meeting Rooms
• Check that each meeting room is adequately equipped (projector, paper in the flipchart…) Organize reservations through Excel sheet or Outlook

• Organize itineraries (flight, hotel, train...) for Iberica employees ensuring that the best and most economical fares are maintained

Office machines
• Review fax and distribute
• Ensure that coffee machines are full
• Review printers & fax: toner & paper
• Check Xerox copy machine & inform number of copies


• Tax Office issues (certificates/ visits/ Modelo12RFI)
• Assist with Finance Department (Bank, invoices payments..etc)
• Assist in organisation of interviews by liaising with line managers and HR across EMEA
• Basic HR Administration


To succeed as the Office Manager / Administrator you must have previous administration experience and some exposure to HR and Reception duties. You will also need to be an effective communicator at all levels, efficient, and well organised.

Equally as important to your success will be your ability to work in a team or on your own, your ability to multi-task, and above all, your enduring sense of humour! In addition experience in working with American company would be an advantage and fluency in Spanish and English is essential

• €20,000- €25,000 p.a. plus excellent benefits, details of which can be supplied upon request.

Contact :
Natalie M Lyall
Lyall Associates Limited
a: 3a Upton Park Farm, Old Alresford, Hampshire SO249EB
t: +44 (0) 1962 735533
m: +44 (0) 7900 914413
Business Excellence : Human Networking
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