Head of Administration Trilingual – English, Spanish, & French

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We are a marketing driven agency working for clients like Jacobs Douwe Egberts, Pescanova, Henkel, Danone…in different countries in Europe and abroad.

Our head of admin is about to go to live abroad, we need an administrative talent to join the team !

Job description
If you are a perceptive and dedicated Office Manager / Head of Administration, we are looking for you!

This role is split into 4 main facets of responsibility: Finance management, operations, legal and HR support.

Responsibilities:

• Finance management: (supported by external consultants)
• Manage agency budget / P&L (supported by external consultancy)
• Handle cash management / banks
• Schedule and oversee regular payment runs ensuring they are processed and prepared in a timely and accurate manner
• Process and send invoices, and control payments
• Organise daily payment runs and ensuring all financial controls are followed
• HR support (supported by external consultants):

• 1. Assist in handling of human resources activities, including payroll and personnel databases.
  2. Assist the organisation’sHR function by keeping personnel records up to date, arranging interviews and so on
  3. Make sure that the crew gets paid correctly and on time
  4. Look after the health, safety and welfare of all employees
  5. Organise staff training sessions and activities and induction programmes for new employees
  6. Monitoring staff performance and attendance.
• Legal (supported by external lawyers):

1. 1. Handle legal issue with our lawyers and the managing director (linked to commercial contracts / NDA/ HR…)
   2. Handle GRPD regulation for the agency

• Operations/office manager:

1. 1. Deal with correspondence, complaints and queries
   2. Liaising with staff, suppliers and clients
   3. Help organising small to large scale events
   4. Office management (Maintain and order necessary office equipment and supplies, as needed…)

Requirements:

• Bachelor’s degree in business administration, management, or a related field
• At least 3 years of experience with invoicing; sales reports; P&L
• Fluency in English and Spanish (French is very positively valued)
• Strong administration skills (Use of A3, Microsoft Office packages including Word, Excel and Outlook)
• Acts with professional integrity and honesty to deliver a high standard of service to internal and external stakeholders
• Able to multi-task and prioritise workload to ensure all tasks are completed on time
• Able to work quickly and accurately under pressure and meet critical deadlines
• Based in Barcelona (or able to move there).

If you meet the criteria above, send your resume to : talent@littlebuddhagroup.com

*Please, refrain from sending your cv if you do not meet the criteria above.

If you meet the criteria above, send your resume to : talent@littlebuddhagroup.com