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Administrative Management Assistant (Finance Department)

Hybrid in Madrid·Added 11 days ago (last checked 26 Oct)

Agency

Gi Group España

792 open roles

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Our summary

Work mode: Hybrid, Madrid
Contract: Permanent
Experience: 3+ years
Education: Higher vocational training (FP Grado Superior)
Benefits: Meal vouchers

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Skills

Nice to have

Accounting

This job advert was originally written in Spanish.

Requirements

What we're looking for

• Higher Level Vocational Training (FP) in Administration and Finance or similar (related university education is valued).

• Previous experience (ideally +3 years) in administrative roles within an Administration/Finance department, with an accounting background (advanced knowledge of the General Accounting Plan is not required).

• Experience in the registration of invoices/expenses and handling of management software/ERP.

• Proficiency in Excel (control and follow-up).

• Vocational administrative profile: methodical, organized, versatile person...

• It is valued if they bring maturity and stability.

Nice to have

• Previous experience in companies with construction/works/installations activity due to the management of public highway occupation and works documentation.

• Knowledge and use of expense platforms, time control, and document management tools.

• Experience in coordination with OHS/mutual insurance (even if it is administrative).

The role

At Gi Group, we are looking to hire an Administrative Assistant - Document Management for a construction company with an architecture studio in full expansion across Spain, Portugal, and Hispanic America.

We are looking for a person with a true and stable administrative profile, who wants to develop long-term within an Administration department, versatile and proactive, with an accounting background (without the need for great mastery of the PGC), and with the capacity to handle day-to-day tasks with order, follow-up, and judgment.

The person hired will have the mission of providing transversal support to the Finance Department and related areas (Accounting, Legal, HR, and OHS), ensuring the administrative registration and control of expenses and invoices, the proper use of internal platforms (expenses and time tracking), and rigorous document management.

What you'll do

• Support to Accounting and Finance

• Support to the accounting team in the registration of invoices and general expenses (e.g.: electricity supplies, agency invoices, and other providers), ensuring their correct accounting in the software/ERP.

• Coordination with the accounting area to keep information organized and traceable.

• Support in the preparation and documentary control for external audits and inspections, facilitating documentation and follow-up of requirements.

• HR Administration

• Management and review of the personnel expense process through the corporate platform (validation, incident control, follow-up).

• General review of time tracking/attendance control, ensuring consistency and resolution of incidents in coordination with internal areas.

• Document management and procedures with agencies

• Filing and custody of physical and digital documentation, maintaining an orderly and accessible system.

• Follow-up of electronic notifications from public agencies and support in their management/internal referral.

• Processing of licenses and public highway occupation fees; having managed these types of procedures in companies within the construction/works/installations environment is highly valued.

• Internal coordination

• Working in coordination with Accounting, Legal, HR, and OHS, under direct supervision, maintaining a high level of follow-up and communication.

How you'll work

• Permanent contract

• Location: Madrid.

• Salary range: based on experience.

• Variable/benefits: Meal vouchers and bonus.

• Schedule: Mon-Thu from 08:30 to 18:00 (break 14:00-15:00). Friday 08:30-14:30. 30' flexibility for arrival/departure.

• Teleworking: up to 6 days/month coordinated with the department.

• Vacations: 23 days/year

About Gi Group España

Gi Group is a global staffing and HR services company headquartered in Milan, Italy. It operates in over 30 countries and provides temporary and permanent staffing, recruitment process outsourcing, and HR consulting. In Spain, Gi Group España offers a wide range of job placements across sectors such as hospitality, logistics, automotive, banking, and customer service, with roles spanning administrative, operational, and technical positions.

Gi Group España has a strong presence across Spain, with offices in multiple cities and a focus on connecting candidates with local employers. For international professionals, the company frequently hires multilingual talent for customer service and back-office roles, particularly in languages like German, Italian, and English. Their work culture emphasizes flexibility and support for job seekers, making them a practical entry point for those looking to establish themselves in the Spanish labor market.