Operations & Finance Coordinator
23 hours ago
Seville
Operations & Finance Coordinator Habilidades, experiencia, cualificaciones... Si tiene el perfil adecuado para esta oportunidad, asegúrese de inscribirse hoy mismo. About us We are SkandiaMäklarna Fuengirola, a Swedish real estate franchise based on the Costa del Sol. SkandiaMäklarna has more than 100 offices, and our Fuengirola office is one of the strongest physical office locations in the area. Our office is newly renovated, approximately 400 m², and located in one of Fuengirola’s top commercial positions with high visibility, directly in front of Miramar. It is a modern, welcoming and professional space designed for agents, clients and visitors to feel comfortable. We are a high-performing, international real estate team with ambitious agents and a strong team culture. We are now looking for a highly organized and reliable person to take ownership of our back office, finance coordination, property publishing process, and office operations. This is a key role for someone who enjoys structure, administration, details and making sure everything works properly behind the scenes. This is also a role with clear growth potential. As our team continues to grow and we recruit more agents and administrative support, this position can naturally develop into a more senior coordination or office management role. The right person will have the opportunity to take more ownership over internal structure, processes, back office routines and future administrative team members. Google reviews: : Office, Finance & Office Operations Coordinator Location Fuengirola, Costa del Sol Office-based role, Monday to Friday, 09-17 Salary Full-time contract with vacation days according to law. • Around 2000€/month (possibility to grow) Main purpose of the role The purpose of this role is to keep the office structured, organized and running smoothly. You will be responsible for three main areas: • Finance, invoicing, salaries and reporting coordination., • Property publishing and document control., • Office operations, supplies and day-to-day structure. You will work closely with our accountants and make sure financial documents, invoices, salary information and reports are prepared and delivered correctly. You will also make sure that properties are not published until all required documentation and information is complete. The sales team should be able to focus on clients, viewings and sales — while you make sure the back office, documentation, finance flow and office environment are under control. Key responsibilities 1. Finance, invoices, salaries and reporting • Coordinate incoming and outgoing invoices., • Keep track of supplier invoices and prepare payments for approval., • Negotiate to better and more cost-effective solutions., • Prepare weekly payment batches so management can approve payments once per week., • Prepare a simple weekly finance overview., • Prepare a more complete monthly finance/admin report., • Collect, organize and send all relevant documents to the accountants., • Coordinate salary/payroll information together with the accountants., • Prepare and organize agent commission documentation., • Keep track of paid and unpaid invoices., • Follow up on missing receipts, invoices or finance-related documents., • Keep finance and admin folders updated and well organized., • Be in direct contact with the accountants when they need extra information., • Assist with reporting to the head office., • Help ensure that deadlines are followed and nothing is missed. 1. Property publishing and document control • Manage the property publishing process in the CRM/system., • Receive all property information and documentation from agents., • Check that all required documents and information are complete., • Maintain and follow a property publishing checklist., • Make sure no property is published until everything is in place., • Upload and publish properties in the CRM and relevant systems. 1. Office operations and office environment • Make sure the office is tidy, professional, stocked and functioning., • Buy and manage office necessities such as coffee, water, paper, printer supplies, cleaning products, office material and other essentials., • Use the company card responsibly following a budget for office purchases., • Coordinate with suppliers, cleaners, repair people and service providers when needed., • Make sure meeting rooms, client areas and agent workspaces are ready and presentable., • Keep the office organized so agents and clients experience a high-quality environment., • Help create a welcoming office atmosphere, for example by organizing breakfast, fruit platters, small team moments or client-ready refreshments when appropriate., • Support open houses by helping agents organize/order what is needed., • Make sure the office phone is answered and that client calls are delegated to the correct agent or person. 1. Agent and CRM support • Assist new agents with basic CRM questions., • Help agents understand where to find information, templates, documents, contacts and internal procedures., • Support new agent onboarding from an administrative and systems perspective., • Help maintain internal checklists, guides and routines., • Make sure agents have the tools and basic office support they need to do their job properly. What we are looking for We are looking for someone who is: • Highly organized and detail-oriented., • Has minimum basic AI knowledge & High level of daily computer skills, • Proactive and reliable., • Comfortable working mainly from the office, on the computer, with administrative tasks., • Good at creating structure where structure is missing., • Able to build and follow checklists, routines and processes., • Service-minded, but firm when needed., • Calm, precise and professional., • Good with numbers, documents, systems and deadlines., • Able to take ownership & solve tasks with out needing constant follow-up., • Positive and helpful, with a strong sense of responsibility., • Comfortable in an international and high-performing real estate environment. The right person should enjoy administrative work and feel satisfaction from making things more organized, efficient and clear. Language requirements • Spanish: required., • English: required., • Swedish: advantage. Experience Experience in any of the following areas is a plus: • Office management., • Finance coordination., • Invoicing or accounting support., • CRM systems., • Working with accountants, • International office environments. However, the most important qualities are structure, reliability, attention to detail, communication skills, and the ability to take ownership. Success in this role looks like • Creates order without being asked., • Payments are prepared once per week for approval., • Management receives a clear weekly finance overview and monthly report., • Accountants receive the documents they need on time., • Salaries, invoices, commissions and reporting are organized., • Properties are only published when all required documents and information are complete., • The office is tidy, stocked, welcoming and functioning., • The office phone is answered and calls are delegated correctly., • New agents know where to find information, contacts, templates and basic CRM guidance., • The office runs with more structure, less chaos and fewer unnecessary interruptions. xcskxlj How to apply Please send your CV and a short introduction explaining why you believe you would be a good fit for this role.
