Service & Administration Assistant

Location: Spain – Office-based
Hours: Part-time, 25 hours per week (Monday–Friday, 9:30am–2:30pm)
Reports to: Service Manager

Role Purpose

The Service & Administration Assistant plays a key role in supporting the smooth delivery of relocation services by providing administrative, operational, and client-facing assistance. Liaising with Service Coordinators, Consultants, and Managers, this back office and customer facing position ensures efficient office operations, accurate documentation, and a consistently professional and friendly experience for clients.

The role requires excellent organisation, attention to detail, and a proactive attitude.  You’ll be the person behind the scenes handling admin as well as being face to face with client in the office and at appointments—helping to make every stage of the client journey efficient and stress-free.

Key Responsibilities

Administrative Support

• Carry out general office and administrative duties including filing, data entry, scanning, and document management.
• Maintain and update the CRM system and shared trackers with accuracy.
• Prepare and process documentation for client appointments, applications, and submissions.
• Collect and deliver mail, organise courier deliveries, and liaise with Correos and other service providers.
• Manage stock of office supplies and ensure a tidy, professional working environment.

Client & Service Support

• Attend client appointments (e.g., immigration, social security, ayuntamiento etc) and provide interpreting and support as required.
• Assist consultants by preparing application paperwork and collating supporting documentation.
• Handle client emails and calls professionally, either directly or on behalf of colleagues.
• Maintain a customer-first approach, ensuring clear communication and timely responses.
• Attend to office walk in enquiries and answer incoming calls

Operational Assistance

• Support the scheduling and coordination of appointments and service tasks.
• Record, monitor, and track ongoing applications or client milestones.
• Liaise with collaborators, suppliers, and service providers to support client services.
• Process payments, prepare receipts, and occasionally make visits to the bank or external offices.
• Assist in research and internal reporting as requested by management.

Employee Profile

• Positive and adaptable team player with a strong customer-service mindset.
• Excellent organisational and multitasking skills with attention to detail.
• Comfortable working in a fast-paced environment and managing competing priorities.
• Strong written and verbal communication skills in English; Spanish language desirable.
• Confident using digital tools, including Microsoft 365, Google Workspace, and CRM platforms.
• Presentable, professional, and respectful in both client and team interactions.
• Proactive, flexible, and willing to assist across departments where needed.
• Written and spoken fluent proficiency in English and Spanish
• Current valid driving licence, own transport preferable but not essential

Package & Benefits

• Part-time, 25 hours per week (Monday–Friday, 9:30am–2:30pm).
• Office-based role in Spain.
• 22 days annual holiday plus local public holidays.
• Competitive salary aligned with experience.
• Opportunities for professional development and progression

Ideal Candidate

• Organised, methodical, and confident working with digital tools and task lists
• Prior experience in administration or support roles (preferably in service environments)
• Good written and verbal communication skills
• Strong attention to detail and accuracy when handling data and documents
• Able to manage time effectively and multitask across cases
• Comfortable working as part of a small, fast-paced team
• Fluent in English and Spanish spoken and written
• Willing to learn about visa, relocation, and financial service processes

Why Join Us?

This is a hands-on, varied service support and administrative role where your day-to-day efforts directly and indirectly assist clients on a life-changing journey to Spain. You’ll be working alongside experienced consultants and service managers, learning the systems and routines that keep our business running smoothly.

We’re a close-knit, people-first team who value dependability, attention to detail, and a positive attitude. In this role, you’ll gain exposure to multiple services and immigration prcedures — including visa and residency application processing, document handling and client communication — all while building your experience in an international service business.

Apply

To apply for this position please click here to complete our brief online application.