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 theappropriate departmentor 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.

2. 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.

3. 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 theappropriate manager.
• Support inventory tracking for office supplies, pantry items, classroom materials, and front desk resources.

4. Supplier, Purchasing & Invoice Support 

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

5. Events, Visits & Logistics Support 

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

6. Admissions & Prospective Student Support 

• Provide initial information to prospective students and visitors whenrequired.
• 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.
• Previousexperience 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, orfacilitiescoordination.
• Familiarity with access control systems, ticketing systems, CRM tools, or student information systems is an advantage.
• Additionallanguages 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.