Bilingual Front Office Manager

Our client, a British School, is seeking a highly organised, proactive, and approachable individual to join their busy school office. This is a key front-of-house role, acting as the first point of contact for pupils, parents, staff, and visitors, and playing a central part in the smooth day-to-day running of the school.

This is a varied and rewarding role at the heart of our school community, ideal for someone who thrives in a dynamic environment and enjoys working with children and families.

Provide a warm, professional welcome as the first point of contact for pupils, parents, staff, visitors, couriers, and suppliers.
Manage a high volume of daily phone calls and emails, responding efficiently and professionally
Maintain accurate pupil registers, including signing pupils in and out during the school day for illness, appointments, and authorised absences.
Coordinate end-of-day pupil collection arrangements, ensuring safeguarding procedures are followed at all times
Liaise with the School Nurse regarding unwell pupils and contact parents/guardians as required
Communicate with catering staff to ensure dietary requirements and allergy information are accurate and up to date
Manage extracurricular activities (ECAs), including registering pupils, coordinating attendance registers with monitors, confirming collection arrangements with parents, and liaising with the Bursar for parent invoicing
Coordinate school transport arrangements, liaising with the bus company and monitors regarding routes, timings, and collection points, and updating relevant systems (e.g., Bat On Route )
Support the Events Coordinator in maintaining the School Calendar across internal systems and the school website.
Book meeting rooms and support the organisation and delivery of school events
Arrange taxi bookings for staff and visitors
Manage incoming and outgoing post, including distribution
Order office supplies and coordinate school-wide paper orders
Act as a member of the Fire Safety Team, initiating evacuation procedures when required
Demonstrate a strong commitment to safeguarding and child protection, ensuring all concerns are reported in line with school policy

The successful candidate will be a native-level English speaker (preferably British) or a Spanish national with native or bilingual English proficiency. They will demonstrate excellent written and verbal communication skills in both English and Spanish, together with previous experience in a comparable administrative role such as Office Manager, Receptionist or Secretary. Proven customer service experience is essential, alongside strong organisational, multitasking and problem-solving abilities, with the capacity to remain composed under pressure.

Excellent time management skills and confidence using administrative systems and IT platforms are also required.

The individual will present professionally and demonstrate discretion, reliability and sound judgement. A child-centred, warm and empathetic approach is essential, with the ability to build positive and respectful relationships with pupils, parents and staff. They will be flexible, proactive and capable of using initiative, working effectively both independently and as part of a team. A clear understanding of safeguarding responsibilities within a school setting is required.
Previous experience within an educational or international environment would be advantageous, as would First Aid and/or Fire Safety training, or a willingness to obtain relevant certification.

Location - Madrid, Barrio Salamanca
Salary - €26, Dependent on experience
Timetable -  Monday-Friday.  during non term periods (Summer, Christmas, Easter).
Contract - Permanent
Incorporation - Immediate
Annual leave in accordance with the Private Education Collective Agreement.
Staff bus service from Madrid to the school.

Candidates are kindly requested to refrain from applying to multiple job postings. Applicants will automatically be considered for other open roles should their qualifications and experience closely align.

VSS is a recruitment firm committed to merit-based selection and non-discrimination under Spanish and EU law.

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