Administrative Officer

Description

Job Summary: The Administrative Officer supports administrative, financial, documentary, and personnel management for the project, ensuring administrative continuity and cost control. Key Responsibilities: 1. Manage the receipt and registration of supplier invoices 2. Administer petty cash and expense reimbursements 3. Support contract and subcontract management **Join Ferrovial: Where Innovation Meets Opportunity** ====================================================== Are you ready to elevate your career with a global leader in infrastructure solving complex problems and generating a positive outcome on people’s lives? At **Ferrovial**, we are not just a company; we are a community of innovators and trailblazers. Listed on three major stock markets: Nasdaq (US), Euronext Amsterdam (Netherlands) and IBEX 35 (Spain), we are also member of the Dow Jones Sustainability Index and FTSE4Good. We operate in more than 15 countries and have a workforce of over 24,000 professionals worldwide., including Highways, Airports, Construction, and Energy. **Ferrovial Construction** is internationally recognized for its capacity to design and build civil engineering and construction projects, mainly in large transportation infrastructure. Its track\-record to date includes more than 304 miles of tunnels, 11,930 miles of roads (including 2,485 miles of highways), 2920 miles of railroad lines (including 434 miles of high\-speed railroads) and 16,994 miles of road maintenance and repair. **Why Ferrovial?** * **Global presence, local impact**: Be part of a company that is shaping the future of infrastructure worldwide, with challenging roles and projects that make a real difference. * **Collaborative excellence**: Work alongside talented professionals in a collaborative environment where your ideas and contributions are valued. * **Inclusive Culture:** Thrive in an innovative and respectful workplace that values every voice, celebrates what makes us unique and turns differences into innovation. * **Career growth**: Benefit from global and cross\-business unit mobility, with development processes designed to ensure your professional growth. * **Compelling benefits and employee wellbeing**: Enjoy a comprehensive benefits package that rewards your hard work and dedication and take advantage of initiatives designed to support your physical and psychological health. * **Productivity tools**: Utilize cutting\-edge tools like Microsoft Copilot to enhance your productivity and efficiency. **Job Description:** ==================== **Administrative Officer** ---------------------------- ### **Purpose of the Role** * ### **The Administrative Officer will be responsible for supporting the project’s administrative, financial, documentary, and personnel management, ensuring that daily field operations are supported by organized information, up\-to\-date records, and reliable documentation.** * ### **This role is critical to maintaining administrative continuity on site, supporting cost control, managing documentation for internal or external audits, and collaborating with Human Resources, procurement, suppliers, subcontractors, invoicing, and expense reporting processes.** ### **Main Responsibilities** * ### **Manage the receipt, review, and registration of supplier invoices, verifying amounts, purchase orders, cost centers, supporting documents, and required approvals for payment processing.** * ### **Administer petty cash and expense reimbursements, ensuring each transaction is properly documented, correctly allocated, and timely recorded.** * ### **Support contract and subcontract management, monitoring documentation, signatures, approvals, expirations, and renewals, and proactively alerting potential risks or pending items.** * ### **Maintain organized and up\-to\-date physical and digital project documentation, guaranteeing traceability, quick access, and availability for audits, inspections, or client requests.** * ### **Support personnel management processes on site, including personnel files, contracts, annexes, leaves, attendance, overtime, permissions, and labor documentation.** * ### **Prepare administrative and HR reports related to staffing, attendance, absenteeism, expenses, suppliers, contracts, and other relevant indicators for project management.** ### **Role Functions** ### **Administrative and Documentary Management** * ### **Perform daily administrative support tasks for site operations.** * ### **Organize, classify, archive, and digitize project documentation.** * ### **Prepare supporting documentation for monthly closings, audits, payment statements, and internal controls.** * ### **Coordinate communications with suppliers, subcontractors, internal departments, and headquarters.** * ### **Maintain clear, complete, and up\-to\-date records to ensure documentary traceability.** ### **Administration and Finance** * ### **Receive, review, and register invoices, receipts, credit notes, or other tax and financial documents.** * ### **Support administrative scheduling of supplier payments.** * ### **Record and reconcile expenses, reimbursements, allocations, and cost centers.** * ### **Monitor documentation associated with purchase orders, payment statements, contracts, and subcontract agreements.** * ### **Support project cost control through reliable and timely information.** ### **Personnel Management On Site** * ### **Manage personnel files, contracts, annexes, leaves, severance documents, and labor documentation.** * ### **Track attendance, permissions, leaves, overtime, and personnel updates.** * ### **Prepare background information for payroll processes.** * ### **Maintain confidential, up\-to\-date, and accessible information for labor compliance and audits.** * ### **Support administrative processes related to hiring, retention, and termination of workers.** ### **Procurement, Suppliers, and Operational Support** * ### **Issue, review, and follow up on purchase orders and operational requirements.** * ### **Coordinate with suppliers and internal departments to ensure continuity of supplies and services.** * ### **Support administrative logistics activities, such as issuing travel tickets, registering waybills, checklists, or other site\-specific requirements.** ### **Mandatory Requirements** ### **Academic Qualifications** * ### **Technical Higher Education Degree in Administration, Accounting, Human Resources, or related field.** * ### **Degrees related to finance, economics, or administration may also be considered, especially when the role has a stronger financial\-accounting focus.** ### **Experience** * ### **Minimum 3 years of experience in administrative positions.** * ### **Minimum 2 years of experience in companies within the Construction, Mining, or Industrial Assembly sectors.** * ### **Proven experience in processes such as supplier invoicing, expense control, purchase orders, documentary control, field HR support, and subcontract administration.** ### **Computer Skills** * ### **Intermediate\-advanced proficiency in MS Office.** * ### **Advanced Excel skills, including formulas, pivot tables, database management, and reporting.** * ### **ERP system experience, preferably SAP or similar, for invoice registration, purchase orders, cost centers, and reporting.** * ### **Knowledge of accounting software or administrative systems used on site.** ### **Technical Knowledge and Competencies** * ### **Supplier invoice control and registration.** * ### **Petty cash and expense reimbursement administration.** * ### **Management of purchase orders, suppliers, and payment documentation.** * ### **Physical and digital documentary control.** * ### **Support for recruitment, attendance, payroll, and labor documentation processes.** * ### **Handling of contract and subcontract documentation.** * ### **Ability to manage high volumes of information, tight deadlines, and multiple stakeholders.** ### **Desirable Competencies** * ### **Course or certification in document management or records administration.** * ### **Training in basic labor regulations and subcontracting.** * ### **Certification of occupational competencies for administrative roles on construction sites.** * ### **Experience working on projects with high documentary demands, audits, cost control, and interactions with clients or subcontractors.** **Seize the challenge. Move the world together!** Innovative, creative, respectful, and diverse are some of the ways we describe ourselves. We are motivated by challenges, and we collaborate across our business units to move the world together. Your journey to a fulfilling career starts here! Ferrovial is an equal opportunity employer. We treat all job applications equally, regardless of gender, color, race, ethnicity, religion, national origin, age, disability, pregnancy, sexual orientation, gender identity and expression, covered veteran status or protected genetic information (each, a “Protected Class”), or any other protected class in accordance with applicable laws. **\#WeAreFerrovial**