Office Assistant/Receptionist

Job description

Office Assistant/Receptionist Location: Madrid Salary: Competitive Work Type: Office Based About GLAS GLAS is an international provider of institutional debt administration services, serving lenders, borrowers, issuers, and advisers offering a global platform across Loan Agency and related services, Capital Markets and Restructuring. GLAS’ vision is to be recognised as the best-in-class independent, non-creditor, conflict-free provider of institutional debt administration services, enabling global clients and counterparties to achieve successful outcomes on their transactions. The business currently comprises c.550 employees who deliver a solution-based, innovative service, ensuring GLAS is the preferred global partner of choice. GLAS has a blue-chip customer base developed over many years; select clients include Apollo, Blackstone, CVC, Deutsche Bank and Goldman Sachs. GLAS has been recognised as the premier independent provider of loan agency and bond trustee services with a portfolio of over $850 billion assets across its global platform. The company is headquartered in London with offices in Paris, Frankfurt, Madrid, New York, New Jersey, Sydney, Melbourne, Brisbane, Singapore, Dubai, Hong Kong, Milan and Rome. The role of Office Assistant/Receptionist The purpose of this Office Assistant / Receptionist role is to ensure the smooth running of the office on a day-to-day basis and to provide ongoing support to management. This role calls for superior communication skills to effectively maintain relationships with internal and external stakeholders. A high level of confidentiality and discretion is required in this position. Responsibilities Greeting visitors and clients when they arrive with a positive and helpful attitude Taking and accurately relaying telephone messages for the team Answering phone calls in a helpful manner Provide daily ongoing support to the Head of Location and other members of the team Helping maintain workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs Sorting and distributing mail Maintains stocks of supplies as needed Provide daily ongoing support to the Head of Location and other members of the team Project administration which ensures achievement of business event planning Maintain location related processes and procedures participating with the global initiatives to ensure consistency across regions Undertake regular reviews of operational processes, practices and procedures to support the evolving requirements of GLAS offices Support business continuity planning, assisting with the maintenance of plans and coordinating testing Accounts receivable/payable and business expense claim submission Assist with Onboarding of staff, working in partnership with IT & HR to provide the very best onboarding experience Act as liaison with building management on any office related issues Assist in the arrangement of business travel for members of the office and international visitors Key Skills Excellent written and verbal communication skills in both Spanish and English (B2/C1 level minimum) Professional discretion Ability to prioritise work and effectively manage workload whilst balancing competing commitments Highly organised and adaptable Proactive thinker and planner Excellent IT skills with strong experience in Word, Excel, Outlook, PowerPoint and other Microsoft and IT programmes Strong telephone communication skills Excellent time management skills and the ability to effectively work to tight deadlines Adaptable and inquisitive with a “can do” attitude Ability to work autonomously and take initiative Excellent attention to detail Strong work ethic and ability to multi-task Ability to work collaboratively in a team environment High personal standards of work and dedicated to consistently providing high levels of service and quality work product Ability to identify urgent matters/issues and escalate/resolve accordingly Benefits Base salary + bonus 28 days annual leave + bank holidays Long service award Private Medical Insurance Flexible retribution It’s our people who make GLAS successful and we strive to recruit and retain the best people and operate in an environment underpinned by inclusivity, diversity, and opportunity. We recognise that a more inclusive workplace allows ideas and a variety of points of view to trigger discussions or deliver innovative results. Besides, we want people at GLAS to be successful - we are committed in your career development. We truly believe in and live by our values of stepping in, stepping up and standing out. In addition to our commitment to a diverse workforce we are also happy to talk flexible working.