Facilities Office Assistant

Job Summary :
Our corporate activities are growing rapidly, and we are currently seeking a full-time office based Office Assistant to support our team at our office in Madrid, and to provide remote administrative support to our home based team in Portugal. This position will work in a team to accomplish tasks and projects that are instrumental to the company’s success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.
Responsibilities :
Reporting directly to the Regional Facilities Manager you will:

Work from the office reception desk, meet and greet clients, vendors and staff, answer main office phone and transfer calls, distribute accurate messages, coordinate incoming and outgoing courier and mail services.
Assist the Regional Facilities Manager in property projects such as relocation, lease renewal and internal office moves and fit outs.
Assist Facilities team with coordinating repair and maintenance with vendors, landlord. Works closely with Facilities Management on supply ordering/management, and follow up on vendor performance (housekeeping, repair vendors, etc.);
Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building and grounds, value for money and consistently high standards.
Work with HR and IT to welcome and onboard new starters to the Madrid office including parking and office assignments
Work closely with the local IT function where required on day to day business and relocation projects
Assist with development and implementation of health and safety procedures for a local office.
Submit office expense invoices within allocated budget, escalating approval when necessary.
Update and maintain databases such as mailing lists, contact lists and client information.
Assist in the coordination and organisation of meetings, events and appointments.
Monitor and maintain office supplies.
Use internal facilities management software to manage planned and reactive maintenance tasks.
Under direction of the Finance function, may support local invoice flow; responsible for receiving and managing all the coming invoices using internal finance/invoice management systems.
Work closely with the Regional Facilities Manager to provide reporting and information for country budget planning for facilities-related costs.
Qualifications :
Excellent knowledge of English language, spoken and written
High school diploma or equivalent
Good experience in office administrative services/office management;
Basic knowledge of office management, Health and Safety, Risk Assessments and emergency procedures required;
Knowledge of MS Word, Excel, and PowerPoint;
Strong communication skills (both written and verbal);
Excellent organizational and prioritization skills with a high attention to detail.
Travel: None

We kindly ask to send applications in English.
Medpace Overview :
Medpace is a full-service clinical contract research organization (CRO). We provide Phase I-IV clinical development services to the biotechnology, pharmaceutical and medical device industries. Our mission is to accelerate the global development of safe and effective medical therapeutics through its scientific and disciplined approach. We leverage local regulatory and therapeutic expertise across all major areas including oncology, cardiology, metabolic disease, endocrinology, central nervous system, anti-viral and anti-infective. Headquartered in Cincinnati, Ohio, employing more than 5,000 people across 40+ countries.
Why Medpace? :
People. Purpose. Passion. Make a Difference Tomorrow. Join Us Today.

The work we’ve done over the past 30+ years has positively impacted the lives of countless patients and families who face hundreds of diseases across all key therapeutic areas. The work we do today will improve the lives of people living with illness and disease in the future.

Medpace Perks

Flexible work environment
Competitive compensation and benefits package
Competitive PTO packages
Structured career paths with opportunities for professional growth
Company-sponsored employee appreciation events
Employee health and wellness initiatives
Awards
Recognized by Forbes as one of America's Most Successful Midsize Companies in 2021, 2022, 2023 and 2024
Continually recognized with CRO Leadership Awards from Life Science Leader magazine based on expertise, quality, capabilities, reliability, and compatibility

What to Expect Next
A Medpace team member will review your qualifications and, if interested, you will be contacted with details for next steps.