Office manager/Assisant

Inés Sanz Sánchez

Office manager/Assistant

Madrid, Spain +34-676-***-***

***************@*****.*** • linkedin.com/in/inessanzsanchez

PROFESSIONAL SUMMARY

Highly qualified Office Manager with 20 years of experience in comprehensive office management, including secretarial, reception, and administrative roles. Expertise in process optimization, problem-solving, and creating efficient, productive work environments. Extensive international experience, including one year in Istanbul as an interpreter and tour guide, and a position in Ireland as a hotel receptionist. Strong background in the NGO sector, demonstrating commitment and cross-cultural understanding in supporting vulnerable groups.

EXPERIENCE

MVGM PROPERTY MANAGEMENT

Madrid, Spain

Jun 2023 – current

Position: Office Manager / Receptionist

Responsibilities:

• Manage the telephone exchange, reception of visitors, and general office administration.

Key functions:

• Oversee general office administration and receptionist services

• Handle telephone calls and greet visitors in person

• Manage messaging and correspondence

• Administer resources and budget: procure materials, supplies, and business cards.

• Maintain infrastructure: manage office spaces, care for furniture, and supervise cleaning services

• Document management: serve as the primary liaison with the document manager for requests and inquiries

• Vehicle fleet control: coordinate inspection dates, repairs, and invoicing

• Manage kitchen supplies and appliance repairs

• Provide support to travel vendors

• Organize corporate events: plan and coordinate logistics, and source catering and transportation services

• Support telecommunications providers: request terminals, activate SIM cards, process number cancellations, and manage issues related to fixed and mobile communications and internet

• Onboard new employees: set up equipment and mobile phones, establish phone lines, and manage access control

• Act as the primary liaison with headquarters for resolving IT incidents

ONG RESCATE INTERNACIONAL

Madrid, Spain

Mar 2017 – May 2023

Position: Office Manager / Receptionist

Responsibilities:

• Responsible for receiving calls and visitors, as well as providing support to the social, financial, and human resources departments

Key functions:

• Oversee general office administration

• Handle telephone inquiries, greet visitors and beneficiaries, and provide information on asylum and immigration processes

• Coordinate administrative tasks for the human resources department, including tracking vacations and attendance

• Manage administrative tasks for the finance department, such as maintaining databases, issuing direct debit receipts for members, managing outstanding payments and issuing donation certificates

• Coordinate administrative tasks for the social department, including supplying resources for welcome facilities, maintaining the database of volunteers and beneficiaries, and managing sensitive information for over 1,000 individuals.

• Communicate with suppliers of stationery, telecommunications, furniture, supermarkets…

• Provide support during audits and liaise with public organizations, including the city council, the Spanish Agency for Cooperation, ministries and embassies

PUENTES & CALZADAS

Madrid, Spain

Jan 2015 - Aug 2016

Position: Office Manager

Responsibilities: Support the vice presidency, manage the telephone exchange, reception of visitors, and general office administration, as well as provide administrative support.

Key Functions:

• Answer telephone calls and greet visitors in person

• Provide support to the vice president in organizing their schedule and travel arrangements

• Track office expenses, manage petty cash, and oversee the office budget

• Coordinate meetings, events, and video conferences

• Maintain office equipment and organize necessary repairs or replacements.

• Request stationery, office supplies, and furniture

• Act as a liaison with embassies, consulates, and the Ministry of Foreign Affairs and Justice to obtain visas for the expatriation of employees to countries such as Saudi Arabia, Equatorial Guinea, Angola, Bolivia, China, and Qatar, where the company has branches or subsidiaries

ELECNOR INFRAESTRUCTURAS

Madrid, Spain

Dec 2012 – Oct2014

Position: Secretary, International Administration Department

Responsibilities

• Responsible for preparing monthly financial reports that analyze financial accounts

Key Functions:

• Provide support to the head of international administration

• File and photocopy invoices, statements, and correspondence

• Coordinate travel arrangements, accommodations, and car rentals

• Assist in office administration, including managing the scanner, fax machine, messaging, mail and reception services

• Act as a liaison with embassies, consulates, and the Ministry of Foreign Affairs and Justice to obtain visas for countries such as Venezuela, Angola, and the Democratic Republic of Congo, facilitating the expatriation of employees

• Prepare monthly financial reports that analyze financial accounts.

AGENCIA ESPAÑOLA DE COOPERACIÓN

Madrid, Spain

Feb 2011 - Jun 2012

Position: Technical Consultant

Responsibilities:

• Responsible for supporting the accounting of overseas cooperation offices.

Key Functions:

• Record, investigate and resolve discrepancies in expense justification

• Analyze and report discrepancies to the system developer to resolve errors

MAZDA AUTOMÓVILES

Madrid, Spain

Mar 2010 - Feb 2011

Position: Administrative Assistant - Financial Department Support

Responsibilities:

• Perform bank and account reconciliations

• Manage invoice approval workflow through the system

• File and photocopy invoices, statements, and correspondence

• Provide reception support during coverage, including phone and in-person customer service, as well as travel booking

INDEPENDENT PROFESSIONAL

Istanbul, Turkey

Mar 2009 - Mar 2010

Position: Independent Professional - Spanish Teacher and Tour Guide

Responsibilities:

• Teach Spanish and English classes to employees of a construction company

• Provide tour guiding services for Spanish and English-speaking tourists

THE ASHE HOTEL

Tralee, Ireland

May 2008 - Feb 2009

Position: Receptionist - Front Desk and Switchboard Operator

Responsibilities:

• Manage phone and in-person customer service

• Handle reservations and cancellations

• Coordinate cleaning schedules

• Translate menus, brochures, and signage

• Collaborate with marketing department on website translation

AIRFANS

Madrid, Spain

Apr 2007 - Apr 2008

Position: Customer Service Administrative Assistant - Billing Specialist

Responsibilities:

• Input data into accounting system and record services provided for accurate billing

• Send invoices to recipients to notify of pending payments

• Contact clients to follow up on unpaid invoices and negotiate payment plans

• Handle all incoming calls and email messages from customers regarding billing inquiries and resolution of outstanding account

ELECTROLUX PROFESSIONAL

Madrid, Spain

Apr 2005 - Mar 2007

Position: Receptionist - Visitor and Client Relations Specialist

Responsibilities:

• Provide phone and in-person customer service

• Control access to facilities

• Receive and distribute incoming packages, mail, faxes, and newspapers

• Organize meeting rooms and supervise visitor parking

• Coordinate outgoing courier services

• Collaborate with marketing department on editing, translating, and proofreading brochures and promotional materials

SAITEC INGENIEROS

Madrid, Spain

Nov 2003 – Aug 2005

Position: Office Manager - Comprehensive Office Administration

Responsibilities:

• Coordinate all administrative personnel and office equipment usage

• Manage office expenses and budget

• Handle petty cash

• Organize meetings and events

• Maintain office equipment and arrange necessary repairs or replacements

• Schedule meetings and video conferences

• Process orders for stationery, office supplies, and furniture

STIGA

Madrid, Spain

Apr 2003 – Jun 2003

Position: Surveyor

Responsibilities:

• Conduct telephone surveys and collect data through interviews and questionnaires

LANIER ESPAÑA

Madrid, Spain

Oct 2002 – Mar 2003

Position: Executive Secretary & HR Department Secretary Assistant to CEO, HR Director, and Administrative Support

Responsibilities:

• Coordinated and managed the CEO's schedule to ensure efficient time allocation

• Organized travel, accommodations, and rental cars for executives

• Screened and managed incoming calls, emails, and messages to ensure timely responses

• Planned and coordinated presentations and training sessions for new employees to enhance onboarding processes

• Successfully converted 125 paper filing records into digital archives, improving data accessibility and reducing physical storage needs

• Ensured timely and accurate distribution of payrolls to employees

EDUCATION AND TRAINING

• Higher Vocational Training in Secretarial Studies

• Team Leadership and Management

• Neuro-Oratory

• Digitalization Applied to the Productive Sector

• Introduction to Forensic Medicine and Criminalistics

• Introduction to Criminology and Criminal Law

• Introduction to Criminal Psychology and Forensic Psychiatry

LANGUAGES

• Spanish - native

• English - C1

AREAS OF EXPERTISE

• Office Management

• Executive Secretarial Support

• Reception Management

• Administrative Support

• Process Optimization

• Problem Solving

• NGO Support

• Cross-cultural Communication

PROFESSIONAL SKILLS

• Office Management: Scheduling, correspondence, travel arrangements, vendor management, record keeping, reception support, foresight.

• Communication: Excellent written and verbal communication (Spanish, English).

PERSONAL SKILLS

• Proactive, creative, innovative problem-solving, adaptable, organized, efficient, effective communicator, committed, transcultural sensitivity.

Contact this candidate