Administrative Assistant

Description

Position Summary: We are seeking an Administrative Assistant with project management capabilities, oriented toward organization, operational coordination, and comprehensive administrative support. Key Highlights: 1. Support in project planning, execution, and monitoring. 2. Internal documentation management, invoicing, and expense control. 3. Customer service in Spanish and English; French is highly valued. **Administrative Assistant with project management capability**, oriented toward organization, operational coordination, and comprehensive administrative support. This profile combines administrative tasks, customer service, basic HR administration, and direct support for special projects. **Main Responsibilities** **Administrative Management** Preparation and control of internal documentation: **invoicing, invoice and expense tracking**. Use and updating of the **HOLDED ERP system**. Digital organization and archiving of documents. Registration and updating of services in the internal system. Communication with suppliers and administrative follow-up of purchases and services. **HR Administration (administrative level)** **Employee onboarding and offboarding** (coordination with external payroll provider). **Working hour tracking**, absences, and vacation management. Documentation management for **occupational risk prevention**, including coordination with the prevention service. Archiving and updating of mandatory HR documentation. **Project Management** Support in planning, executing, and monitoring internal and external projects. Coordination with clients, suppliers, and internal teams. Preparation of documentation, reports, and schedules. Administrative supervision of milestones, deliverables, and costs. **Willingness to travel occasionally**, as required by project needs. Opportunity for **overtime or project-based incentives**. **Customer Service** Handling calls, emails, and requests in **Spanish and English** (French is highly valued). Preparation of quotations and support in commercial proposals. Professional resolution of incidents. Post-service follow-up to ensure satisfaction. **Essential Competencies and Key Skills** **English is mandatory** (minimum B2 level). Impeccable organizational skills and attention to detail. Ability to manage multiple tasks and work under pressure. Clear, professional, and courteous communication. Proficiency in office tools: **Excel, Word, email, CRM**. Ability to coordinate tasks and people in dynamic environments. **Highly Valued** French (operational level). Prior experience in transport, logistics, services, or project management. Basic knowledge of labor regulations and occupational risk prevention. Experience in advanced operational or administrative coordination. **Required Education** Vocational training or university degree in administration, management, project management, or related fields. Additional training in logistics, transport, project management, or HR will be valued. **Attitude and Personal Profile** Proactive, solution-oriented, and self-motivated individual. Ability to coordinate without causing friction. Flexible, adaptable, and results-driven profile. Commitment to service quality and NOW’s professional image. Discretion, responsibility, and professional ethics. Enthusiasm for growth and embracing new challenges. STARTING ON A PART-TIME BASIS (75% workload) \- with potential for expansion in the short-to-medium term Opportunity for project-based incentives Employment Type: Permanent contract Salary: €19,000.00\-€22,000.00 per year Benefits: * Company laptop * Company mobile phone Work Location: Periodic travel