Vacancy: Spain - Administrative Specialist (Onboarding ASAP)
About Zoomlion
Zoomlion has covered more than 100 countries and regions worldwide and has already made market arrangements to follow the Belt and Road initiative. Zoomlion products have been well sold to the markets in the Middle East, South America, Africa, Southeast Asia, Russia as well as many high-end markets in the USA, Europe and Australia. The company has subsidiaries in nearly 20 countries in East Asia, Southeast Asia and Europe, etc., also industrial and technological parks in Italy, Germany, India, Brazil and Belarus as well as more than 50 resident offices around the world. Zoomlion is ranked 4th globally in the machinery manufacturing industry.
JOB DESCRIPTION
Office & Administrative Management:
* Office Budget, Rental, Vehicle & Fixed Asset Management: Formulate and manage office budgets, track execution and adjust plans rationally; be responsible for office and staff accommodation rental (negotiation, contract management and renewal), coordinate vehicle rental services and manage related expenses; conduct regular fixed asset inventory, reconcile physical assets with account records, update asset information and handle loss, scrapping and transfer procedures.
* Insurance Management: Handling the placement, renewal, and payment for all office and operational insurance policies, including Employer's Liability and Public Liability insurance.
* Financial Administration: Managing routine payments and financial processes such as warehouse rent, service fees, and other regular office expenditures. Preparing and submitting budget applications for administrative costs.
* Facilities & Space Management: Overseeing leasing agreements, renovations, maintenance, signage installation, and space planning for offices, warehouses, and staff accommodation. Managing relationships with landlords and service providers.
* Procurement & Asset Management: Procuring office supplies, equipment, and services for projects and daily operations. Maintaining and managing the fixed asset register.
* Project & Event Support: Providing comprehensive administrative and logistical support for company projects, exhibitions, and events. This includes coordinating logistics, venue arrangements, supplier management, and procurement of necessary items (e.g., signage, audio-visual equipment).
* Employee Logistics Support: Coordinating and addressing staff accommodation arrangements, managing vehicle subsidy programs, and providing general day-to-day operational support to employees.
* Process & Compliance Administration: Managing administrative processes such as updating bank mandates, processing pension scheme documentation, and maintaining records for audits. Ensuring all administrative activities comply with company policies.
* Vendor & Contract Management: Sourcing, liaising with, and managing vendors and contractors for various office and facility services.
* General Office Operations: Ensuring the office runs smoothly, including managing office supplies, handling incoming/outgoing mail, and acting as a point of contact for office-related inquiries.
QUALIFICATIONS
* Bachelor's degree in business administration, management, or a related field.
* Minimum of 3 years of experience in an office management, administrative specialist, or similar role.
* Advanced level of fluency in English is essential. And Chinese is a plus.
* Proven experience in managing office budgets, payments, and basic financial administration tasks.
* Strong experience in facilities management, vendor coordination, and event/project support.
* Excellent MS Office Skills, with high proficiency in Excel for tracking and reporting.
* Highly organised, with strong planning, prioritisation, and execution skills.
* Proactive "can-do attitude" with the ability to work independently and self-motivate.
* Possess a positive, solution-oriented attitude with a natural focus on process improvement and identifying new opportunities to enhance office efficiency.
Please provide CV in English/Chinese，Thanks for cooperation！