Operations & Client Success Coordinator
Operations & Client Success Coordinator
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Job Description
Join the dynamic team at Papeleo Sin Jaleo SL as our new Operations & Client Success Coordinator! Were all about making paperwork a breeze for our clients and now were welcoming a dedicated bilingual professional to help us grow.
As our first hire youll work closely with the founder and be at the heart of our operations. From guiding clients through visa and residency procedures (including NIE/TIE obtaining) to managing appointments handling document legalizations and improving internal workflows youll be instrumental in helping people navigate Spanish paperwork looking for someone whos a natural organizer great with people and ready to take initiative. Youll collaborate across services bring smart solutions to daily challenges and help keep our clients smiling every step of the way.
If youre passionate about delivering top-notch service love solving problems and want to make a real impact this is your chance to become a key part of a growing company thats redefining how people handle their paperwork.
Tasks
- Prepare and process documentation for NIE/TIEs visas and residency applications empadronamiento and Spanish document attesting (legalizations and apostille)
- Book and manage appointments with public institutions (e.g. extranjera police Ayuntamiento consulates)
- Accompany clients to in-person appointments in Madrid when required
- Onboard clients and explain step-by-step processes clearly and supportively
- Respond to client questions via email WhatsApp and phone in both Spanish and English
- Communicate with collaborators (e.g. gestoras legal partners) and public offices
- Keep client records organized and updated
- Contribute to improving templates workflows and internal service documentation.
Requirements
- Fluent in Spanish and English (written and spoken) essential for communicating with both clients and institutions
- Based in Madrid with availability to attend in-person appointments when needed
- Holds a valid work permit to work legally in Spain
- Strong communication skills clear professional and friendly
- Highly organized and detail-oriented with the ability to manage tasks and deadlines independently
- Comfortable taking initiative and solving problems in a dynamic client-facing environment
- Proficient with Google Workspace (Docs Sheets Drive) Outlook Microsoft Word and Excel
- Confident using digital tools like WhatsApp Web online form platforms and scheduling systems
- Prior experience in administrative secretarial or support roles is a plus especially involving client coordination or paperwork
- Must be willing and available to transition to a full-time schedule after the probation and training period as the company grows.
Benefits
- Hands-on training and mentorship directly from the founder
- Real opportunity to grow with the company into a long-term full-time role
- Learn everything about Spanish immigration residency and administrative paperwork
- Help people from around the world students families professionals build a new life in Spain
- Flexible part-time schedule under a media jornada contract
- Hybrid work model combine remote tasks with in-person appointments in Madrid
- Work in a positive human-first environment that values creativity initiative and professionalism
- The role starts as a part-time position and offers a real opportunity to grow into a full-time operations role as the company expands.
If this sounds like the right opportunity for you wed love to hear from you!
To apply please submit your CV along with a short motivational letter (max 1 page) explaining why youre a great fit for this role your background and your availability. Shortlisted candidates will be invited to a brief video interview followed by a practical task to assess skills and fit.
Were excited to meet someone whos ready to grow with us and help our clients navigate Spanish paperwork stress-free.
Employment Type
Full Time
