Who you are:

In collaboration with the Administrative Director, the Administrative Coordinator ensures that financial reporting of CIEE Madrid Center accounts, expenses and Human Resources records are submitted in a timely and accurate manner. The position executes operational and accounting duties and supports all CIEE Madrid departments to ensure compliance with accounting deadlines, approved budgets and other administrative protocols. Also, the Administrative Coordinator supports CIEE Madrid programming by participating in educational orientations and cultural activities, when assigned, and supervises and assistant or intern, either seasonally or permanently.

What you’ll do:

• Process reimbursements, accounts payable, petty cash and bank reconciliations (NetSuite) and review transactions daily.

• Review expense requests and reports to verify that all the information they contain is accurate.

• Reconcile bank and petty cash accounts and make sure the process of month-end accounting is submitted in a timely manner.

• Submit bank statements, signed petty cash statements, and transaction receipts on SharePoint.

• Organize and digitalize the bookkeeping archive and gather all the invoices and receipts that support petty cash and bank movements to be compliant with the Spanish legislation.

• Assist the reforecast process and ensure that the departments at CIEE Madrid adhere to the approved budget.

• Collaborate with special projects, such as process improvements and budget development.

• Negotiate with suppliers and monitor expenses related to the CIEE Madrid office.

• Resolve administrative problems by analyzing information and identifying and communicating solutions.

• Serves as liaison with technical support staff for office equipment and IT issues.

• Support and monitor the office risk prevention and emergency plan.

• Support HR and hiring processes, collect background checks and codes of conduct, and assist on the onboarding process for new employees.

• Plan, organize and implement staff events.

• Train staff in administrative processes and provide them with guidance regarding budget control and financial reporting.

• Participate in rotation shifts to cover the Reception Area, as needed, and take part in the rotating schedule of cultural activities and semester trips.

• Other administrative duties as assigned.

What you’ll bring:

• Readiness to grow and develop yourself, our client group, and our Company.

• At least one year of administrative experience (educational program implementation experience is desirable too).

• Effective communication and written skills, as well as strong organizational and time management skills.

• Ability to multitask and prioritize tasks effectively.

• Discretion and trustworthiness in handling confidential information.

• Confidence, interest, and soundness of judgement to provide effective communication with participants and staff from diverse backgrounds.

• Demonstrated problem solving skills with meticulous attention to detail, and commitment to customer service with a positive outlook.

• Good skills to complete collaborative work, participating in collective tasks taking different roles.

• Experience with administrative software, such as Microsoft Office (Excel is a must) and a willingness to learn new systems.

• Flexibility to respond quickly to changing circumstances.

• A Bachelor´s Degree or equivalent, preferably in ADE or similar.

• Fluency in English and Spanish.

• Ability to embrace CIEE’s Core Values (Excellence, Integrity, Respect, Inclusion and Problem Solving).

• Applicants must have authorization to work in Spain.