Temporary Facilities Services Assistant

The Brattle Group, a privately held, global economic consulting firm, is looking for a Temporary Facilities Services Assistant to join our Madrid, Spain office for an initial duration of a 6 month contract.

The 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 balance between administrative and facilities responsibilities may vary depending on the needs of the office. 

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

• High School Diploma required
• 1-2 years facilities/office experience in an office setting preferred Basic knowledge of Outlook, Excel, and Word required
• 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 anticipated base gross salary range for this position in Madrid is €27,000 - €30,000 annually.

 

Must have legal right to work in Spain.