Administrative Assistant

Description

* Administrative Assistant **Indefinite-term contract \| Full-time** **Would you like to join a team where your administrative work contributes to the smooth operation of the organization?** If you have experience in administrative management, processing and tracking documentation, organizing files, serving internal and external users, as well as coordinating and supporting administrative processes—and you are motivated to develop within a dynamic and professional environment—this could be an excellent opportunity for you. **What will your day-to-day responsibilities be?** **✔️** Internal and external customer service. **✔️** Verification that the invoice has been correctly issued. **✔️** Verification that a purchase order exists. **✔️** Scanning and subsequent registration of invoice data into the scanning software. **✔️** Submission for approval and follow-up thereof. **✔️** Necessary procedures with the Procurement Department if the purchase order amount is insufficient. **✔️** Requesting approvals from requesters for invoices—especially those nearing or past their due date. **✔️** Accounting of the invoice—not only with accounting data but also with other internally required data at ENSA to support additional controls (procurement, costs, general expenses, payments, etc.). **✔️** Proper management of invoice due dates to comply with the legally mandated average payment period. **✔️** Printing of the accounting document along with internally required supporting documentation at ENSA. **✔️** Providing all documentation to other team members responsible for subsequent accounting verification. **✔️** Strict adherence to internal procedures and applicable legislation, including management of the archive for domestic supplier invoices. **✔️** Printing and scanning of invoices, completing their registration and error-control sheet (detecting duplicates, responsible managers, excessive orders). **✔️** Cross-checking invoices against their original purchase orders to determine the appropriate procedure: accounting the invoice, requesting its approval, requesting the delivery note and its approval, requesting the purchase order, requesting adjustments relative to the purchase order, or forwarding the invoice for approval. **✔️** Entering invoice data into accounting software. **✔️** Verifying numerical reconciliations, accounting accounts, and assigned costs/expenses. **✔️** Determining the due date and recording the corresponding accounting entry. **✔️** Printing the accounting entry, attaching it to the original invoice, stamping, and signing. **✔️** Archiving invoices. **✔️** Electronic submission of issued and received invoices to the Tax Agency every four days. **✔️** Sending invoices to the Treasury Department for payment. **✔️** Reviewing invoices across various processing statuses and following up on pending actions until they can be accounted for. **✔️** Resolving suppliers’ questions regarding their invoices and providing expected payment dates. **✔️** Responding to supplier inquiries about invoice status via email or telephone. **✔️** Preparing reports related to invoices and their accounting for other departments or audits. **What do we offer?** ✔️ Number of positions: 2 ✔️ Department: Administration and Finance ✔️ Work location: Maliaño (Cantabria) ✔️ Indefinite-term full-time contract ✔️ Split-shift working hours ✔️ Remuneration: annual gross fixed salary of **28\.000 €**, plus a variable component of up to **21 %**, tied to achievement of objectives, in addition to social benefits stipulated in the ENSA Collective Agreement. Mandatory Requirements ✔️ Medium-level Vocational Training (FP) degree in Administration or Finance. Competency Profile ✔️ Innovation and continuous improvement. ✔️ Critical thinking. ✔️ Teamwork and cooperation. ✔️ Initiative and problem-solving. ✔️ Commitment to the organization. ✔️ Self-management. Interested? Access here to review all details of the process at: https://www.ensa.es/wp\-content/uploads/2026/07/1\-ps\-administrativo\-admon\-y\-finanzas\-1\.pdf