Office Assistant
Vistra · Spain
It’s never been a more exciting time to join Vistra.
At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.
But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.
We have an exciting opportunity for you to join our team as Office Assistant. Reporting to the Head of Serviced Offices and Facilities Management, this full time, permanent position is based in Barcelona and offers local coverage, allowing you to make a significant impact on our local business and its growth.
Purpose of the Role:
Coordinates day-to-day workplace and facilities services, resolves operational issues and supports local compliance
Key Responsibilities:
Workplace experience and front of house
- Provide a professional front-of-house, visitor, hospitality and customer-service experience.
- Prepare meeting rooms and coordinate bookings, refreshments and workplace-service requests.
- Support colleague engagement, office events and practical workplace improvements.
Facilities operations and building services
- Complete routine workplace checks and coordinate maintenance, cleaning, utilities and other building services through to completion.
- Maintain office supplies and act as the local contact for building-management and property-service matters.
Health, safety and emergency preparedness
- Coordinate local Health & Safety arrangements, records, inspections, risk-assessment actions, fire safety and first-aid provisions.
- Report hazards and incidents promptly and support emergency response, evacuation, communications and business-continuity activities.
Security, access and document logistics
- Administer access permissions, keys, badges and visitor passes, maintaining accurate records.
- Maintain the office Physical Security Assessment and coordinate security incidents, reviews and corrective actions.
- Coordinate post, couriers, deliveries, archiving and the secure handling and disposal of confidential documents.
Procurement, suppliers and financial administration
- Raise purchase requests, obtain quotations, process purchase orders and invoices, and maintain supplier records within delegated authority.
- Coordinate contractor access and completion evidence, and track routine site expenditure against budget.
Finance, accountancy and legal support
- Complete Vistra bank reconciliations and enter supplier invoices in line with finance controls.
- Support disbursements, notary payments and Legal department payments and registry administration, applying basic accountancy knowledge.
Space, moves and workplace projects
- Maintain seating plans and coordinate workstation set-ups, desk allocations, small moves, furniture installations and workplace improvements.
Sustainability, data and continuous improvement
- Maintain Facilities, waste, energy and service data, and support practical improvements in sustainability, efficiency and colleague experience.
Communication and colleague support
- Respond to Facilities queries, provide clear service updates and escalate issues appropriately.
Mandatory Capabilities
- Good spoken and written English, with clear communication and accurate record-keeping skills.
- Good working knowledge of Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.
Desirable capability
- Knowledge of A3 accounting software would be advantageous.
Health, safety and physical security requirements
- Physical Security Assessment - role coordinates the assessment
- Health & Safety training - IOSH Working Safely or local equivalent
If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!