Administrative Processes and Order Management Supervisor

Are you passionate about leading teams, structuring administrative processes, and being the key piece that guarantees the operational excellence of a regional directorate? At OCA Global, we are looking for an Administrative Processes and Order Management Supervisor for our Madrid Regional Directorate—a person with global vision, rigor, and organizational capacity who wishes to drive administrative-economic control and lead a committed team in a dynamic and international environment.

Our Purpose: Why OCA Global?

At OCA Global, we work day by day to make this world a safer, more efficient, and more sustainable place. Behind every inspection, project, and service, there is a fundamental administrative gear that ensures the quality, traceability, and continuity of our activity. As Administrative Processes and Order Management Supervisor, you will not only manage files and invoicing: you will be the pillar that supports our operational teams and contributes directly to the growth and stability of the company.

Your Missions and Responsibilities: Real Impact in the Day-to-Day

• Lead and empower the administrative team: Organize, motivate, and support the administration team of the Madrid Delegation (estimated team of 18 people), distributing workloads, fostering versatility, and ensuring an environment of collaboration and mutual growth.

• Supervise the invoicing cycle and operational support: Guarantee integrity, quality, and punctuality in the issuance of invoices, control of source data, and follow-up of incidents, ensuring rigorous control of economic-administrative information in coordination with the Finance areas.

• Coordinate collections management and petty cash: Supervise the follow-up of outstanding invoices and collection claims in accordance with corporate criteria, providing visibility on balances and risks to keep the status of operational invoices and collections up to date.

• Ensure traceability and compliance in processing: Supervise the preparation, registration, and follow-up of files before Industry bodies, as well as the management of Business Activity Coordination (CAE), ensuring regulatory compliance and administrative deadlines.

• Optimize the management of offers, orders, and transients: Guarantee fluidity in the registration of the offers/orders mailbox and contractual documentation, collaborating transversally with the commercial and corporate areas.

• Drive continuous improvement and reporting to Management: Define and follow up on management indicators (KPIs for deadlines, volume of pending items, incidents), identifying automation opportunities and reporting periodically to the Regional Director.

We present these requirements as the tools you will need to succeed and feel comfortable in your day-to-day:

• Academic degree: Training in Business Administration, Economics, Administration and Finance, or equivalent.

• Previous experience: Desirable 6 years or more leading or coordinating large administrative teams (between 10 and 20 people) and supervising complex processes of invoicing, collections, and documentary processing.

• Technical knowledge and tools: Advanced mastery of Excel and regular use of corporate ERP/CRM systems (such as SAP, Salesforce, or similar), necessary for indicator analysis and agile data management.

• Transversal skills: Organizational capacity, close leadership, process orientation, rigor, and proactivity to resolve incidents in a decisive manner.

• Agile culture and flat structure: You will be part of a consolidated yet close-knit group, where unnecessary bureaucracies do not exist and decision-making is fast and transparent.

• Continuous development and learning: At OCA Global, there is no room for monotony. You will work with a dynamic team from whom you will learn every day, tackling diverse challenges in a constantly expanding environment.

• Excellent working environment: We are characterized by closeness, mutual support, and horizontal collaboration. You will work hand in hand with top management and a young, energetic, and motivated team.

• Schedule and work-life balance

  • Standard workday: Monday to Thursday from 8:30 to 18:00 h.

  • Intensive workday: Every Friday of the year, all holiday eves, and during the full months of July and August (from 8:30 to 15:30 h).

  • Discretionary holidays: December 24th and 31st are free for the entire staff.

• Social benefits: Flexible compensation plan, training programs, and access to corporate discount agreements.

If you are looking for a project where your leadership capacity and organizational impact are recognized and form an active part of the company's growth, we would love to meet you. Apply for the vacancy and let's start the conversation!