Front Desk Office Assistant

Your mission The Front Desk Receptionist / Office Assistant is responsible for providing professional, welcoming, and efficient support to students, staff, faculty, visitors, suppliers, and external stakeholders at the Madrid Campus.  This role is the first point of contact for the campus and supports daily reception, administrative coordination, campus operations, events, supplier follow-up, and communication between departments. The role requires strong communication, attention to detail, discretion, and a service-oriented approach in a fast-paced international university environment.

Tasks and Responsabilities

1. Front Desk & Reception

Welcome students, staff, faculty, visitors, and suppliers professionally. Answer and route phone calls, emails, and in-person inquiries. Provide general information and direct people to the appropriate department or staff member. Manage visitor sign-in, badges, access cards, keys, mail, courier deliveries, and front desk records. Maintain an organized, professional, and welcoming reception area.

1. Student, Faculty & Staff Support

Provide first-line support and guidance to students, faculty, and staff. Liaise with Admissions, Academic Services, Student Services, Registry, IT, Operations, and other departments. Support faculty with classroom-related needs, materials, and basic administrative requests. Handle sensitive or internal matters with discretion.

1. Administration & Campus Operations

Support general administrative tasks, including printing, scanning, filing, data entry, trackers, and reports. Report and follow up on facilities, classroom, maintenance, cleaning, and building-related issues. Escalate incidents, risks, or urgent operational matters to the appropriate manager . Support inventory tracking for office supplies, pantry items, classroom materials, and front desk resources.

1. Supplier, Purchasing & Invoice Support

Support coordination with suppliers, couriers, catering, transport, maintenance, cleaning, and other service providers. Assist with purchasing office, pantry, classroom, and campus supplies in line with approved processes. Track deliveries, review invoices, and ensure accurate documentation. Escalate supplier issues, delays, errors, or cost concerns when needed.

1. Events, Visits & Logistics Support

Support campus events, orientations, open days, executive visits, student activities, academic events, and graduation logistics . Assist with room setup, guest reception, catering, transport, signage, and post-event follow-up. Work with internal teams to ensure events and visits run smoothly.

1. Admissions & Prospective Student Support

Provide initial information to prospective students and visitors when required . Direct prospective students to the Admissions team. Support campus tours and make initial calls to leads when requested.

Your Profile Preferred Qualifications & Experience  Bachelor’s degree preferred. Previous experience in reception, front office, administration, hospitality, campus services, or customer-facing operations. Experience in an international, educational, or multicultural environment. Experience supporting events, suppliers, purchasing, invoices, or facilities coordination. Familiarity with access control systems, ticketing systems, CRM tools, or student information systems is an advantage. Additional languages are a plus. Key Competencies  Professional communication Student and customer service Attention to detail Stakeholder management Problem-solving and escalation Teamwork and collaboration Discretion and confidentiality Adaptability and multitasking Operational follow-through Required / Essential Skills  Excellent written and verbal communication skills in English and Spanish. Strong customer service orientation and professional presence. High attention to detail and accuracy. Strong organizational and multitasking skills. Ability to follow procedures, SOPs, and escalation protocols. Discretion when handling sensitive information. Proactive, reliable, and solution-oriented approach. Good working knowledge of Microsoft Office, especially Outlook, Word, Excel, and PowerPoint. Ability to work collaboratively with students, staff, faculty, suppliers, and management. Reliability, punctuality, and consistency in day-to-day execution.