Facilities Services Assistant

The Brattle Group, a privately held, global economics consulting firm, is looking for a Facilities Services Assistant to join our Madrid, Spain office. Facilities Services Assistant (FSA) is responsible for the daily general Madrid office maintenance including but not limited to: serving as initial contact for Madrid employees with facilities related issues; coordinating repair and maintenance with vendors and building management; coordinating furniture and supply orders; operating mailroom and copy center. This person also provides general office support and collaborates on special projects as needed. The Facilities Services Assistant will pride themselves on providing high quality customer service as well as consistently showing accuracy, neatness, thoroughness, and adherence to the Firm’s standards.

The FSA must have an understanding of facility operations and systems, the ability to organize and prioritize multiple tasks, and have demonstrated customer service skills with a wide range of clients, contractors, and colleagues.

Some of the day-to-day responsibilities of this role include:

Monitor maintenance needs and action requests

Liaise with building management on all facilities related issues to ensure efficient, cost-effective, and timely solutions; escalate internally as needed

Communicate general office notifications (e.g., window cleaning, alarm testing, elevator issues) provided by the landlord to the office

Coordinate on-site needs with building management, including contractor and vendor compliance with building regulations (proofs of insurance, access requests, notifications, and approvals for management and security teams)

Coordinate all service providers and service calls; provide on-site oversight when required

Participate in the vendor selection and vetting process for the Madrid office

Verify vendor invoices for approval; track and follow up on invoice disputes

Schedule repairs and services to ensure clean and safe furniture and equipment year-round; recommend additions or replacements as needed

Request, track, and administer building-issued ID access cards and Brattle security cards for employees, visitors, and temps, including deactivation for departing employees

Assist the BSSM with Emergency Response and evacuation planning

Support real estate efforts including space remodels, office moves, and furniture/workstation installations

Serve as first point of contact for visitors and employees

Order catering for office events, meetings, and clients; maintain pantry inventory of snacks and beverages

Provide basic IT support as needed

Ensure overall readiness and cleanliness of general office space, including common areas and conference rooms; support catering set-up and break-down

Brew and replenish fresh coffee throughout the day

Participate in new hire orientation by providing welcome materials, conducting office tours, and ensuring workstations and equipment are ready

Perform copying, binding, faxing, scanning, and materials distribution

Distribute mail and packages; maintain postage machine; order and restock postage supplies

Set up meetings, including initiating or accepting video conferences, logging into Zoom, preparing materials, and supporting catering needs

Support marketing initiatives such as client mailings and holiday cards as directed

THE CANDIDATE

Two (2) years facilities/office experience in an office setting preferred

Basic knowledge of Outlook, Excel, and Word required

Excellent customer service skills and attitude is required

Ability to multitask and work in a fast paced office environment

Must be able to exercise appropriate judgment as necessary

Requires the ability to concentrate and pay close attention to detail

Ability to adapt easily to change expected

Requires the lifting of boxes and moving of furniture up to 40lbs

Perform duties of a confidential nature

After hours/weekend work may be required, possible travel

Must be fluent in English and Spanish

THE EMPLOYER

The Brattle Group answers complex economic, finance, and regulatory questions for corporations, law firms, and governments around the world. We are distinguished by the clarity of our insights and the credibility of our experts, which include leading international academics and industry specialists. Brattle has 500 talented professionals across North America, Europe, and Asia-Pacific. For more information, please visit brattle.com