Administrative Assistant

Description

DESCRIPTION **Who We Are** At Leonardo Hotels, the European division of Fattal Hotel Group with over 200 hotels across Europe, we continue to grow and evolve. For one of our hotels in Madrid, we are seeking an **Administrative Assistant** to support the Technical Department, Projects, and Construction. We believe in our motto: BE YOURSELF We do not believe in rigid structures or fitting people into predefined molds. We invest in individuals with personality, judgment, and enthusiasm to contribute. Here, your voice matters. **Key Responsibilities** Administrative and Document Management * Organize and maintain up-to-date technical documentation for projects and hotels (blueprints, permits, contracts, certificates, warranties, and *as-built* documentation). * Manage and archive contracts, purchase orders, quotations, and other administrative documentation for the Department. * Support processing permits, legalizations, and documentation required by public authorities and partner entities. Financial and Administrative Management * Manage the Department’s invoicing flow, verifying contracts, purchase orders, certifications, and invoices. * Process purchase orders, requisition forms, and perform administrative follow-up on payments. * Assist in monitoring and controlling capital expenditure (CapEx) budgets. * Manage internal Department expenses, including expense reimbursements, travel, and technical team site visits. Grants and Energy Savings Certificates (CAE) * Assist in processing and tracking grants, public subsidies, and files related to energy efficiency. * Provide administrative support for managing Energy Savings Certificates (CAE), coordinating documentation with engineering firms, management companies, and competent authorities. Project Support * Support the Technical Director and team in planning and administratively monitoring projects and construction works. * Prepare minutes, reports, schedules, and progress documentation. * Coordinate administrative communication among hotels, suppliers, contractors, designers, and internal departments. Department Organization * Manage calendars, meetings, travel, and site visits. * Respond to administrative inquiries and resolve issues. * Contribute to improving internal procedures and supporting the Department’s administrative needs. **Our Benefits:** * Join an expanding international company. * Exclusive discounts on accommodation and restaurants within our chain. * Professional training and development programs through our Leonardo Academy. * Access to a platform offering discounts with leading brands. * A special birthday gift to celebrate with you. * Job stability and genuine growth opportunities. **Minimum Requirements:** Education * Higher Vocational Training qualification in Administration and Finance, Executive Assistance, Administrative Management, Building and Civil Engineering, or similar. * University education in a related field is considered an advantage. Experience * Minimum of 2 years’ experience in administrative roles. * Experience in technical departments, construction, architecture, engineering, project management, facility management, or the hospitality sector is highly valued. Knowledge * Advanced proficiency in Microsoft Office, especially Excel. * Experience with ERP systems, SharePoint, AutoCAD, Presto, or Microsoft Project is desirable. * Knowledge of grant management and Energy Savings Certificates (CAE) is desirable. * English proficiency at B2 level or higher. Competencies * Organization and planning. * Rigor and attention to detail. * Ability to manage multiple tasks and priorities. * Proactivity and initiative. * Analytical ability and results orientation. * Teamwork and communication skills. * Discretion and confidentiality. This position requires strong organizational capability, autonomy, rigor, and confidentiality, acting as a key support in the administrative management of the company’s investment, maintenance, and renovation projects. The selected candidate will actively contribute to the smooth operation of the Technical Department, Projects, and Construction, facilitating coordination among all involved areas and ensuring efficient document, administrative, and financial management.