{"id":3058105,"url":"https://alion.io/job/vistra-office-assistant","title":"Office Assistant","company":{"id":2065422,"name":"Vistra","domain":"vistra.com","url":"https://alion.io/company/vistra","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SuccessFactors","truth_index":{"grade":"A","score":100,"open_postings":3,"ghost_share":0,"stale_share":0,"repost_share":0.333,"time_to_fill_p50_days":7,"computed_at":"2026-10-23T05:54:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Spain"],"countries":["ES"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":19500,"max_usd":45000,"period":"year","method":"role_country_seniority_unknown","sample_n":22},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-22T04:47:04Z","employer_posted_date":"2026-10-22","last_verified_at":"2026-10-23T18:27:29Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"It’s never been a more exciting time to join Vistra.\nAt Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business - to help our clients achieve progress without friction.\nBut progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.\nWe have an exciting opportunity for you to join our team as Office Assistant. Reporting to the Head of Serviced Offices and Facilities Management, this full time, permanent position is based in Barcelona and offers local coverage, allowing you to make a significant impact on our local business and its growth.\nPurpose of the Role:\nCoordinates day-to-day workplace and facilities services, resolves operational issues and supports local compliance\nKey Responsibilities:\nWorkplace experience and front of house\nProvide a professional front-of-house, visitor, hospitality and customer-service experience.\nPrepare meeting rooms and coordinate bookings, refreshments and workplace-service requests.\nSupport colleague engagement, office events and practical workplace improvements.\nFacilities operations and building services\nComplete routine workplace checks and coordinate maintenance, cleaning, utilities and other building services through to completion.\nMaintain office supplies and act as the local contact for building-management and property-service matters.\nHealth, safety and emergency preparedness\nCoordinate local Health & Safety arrangements, records, inspections, risk-assessment actions, fire safety and first-aid provisions.\nReport hazards and incidents promptly and support emergency response, evacuation, communications and business-continuity activities.\nSecurity, access and document logistics\nAdminister access permissions, keys, badges and visitor passes, maintaining accurate records.\nMaintain the office Physical Security Assessment and coordinate security incidents, reviews and corrective actions.\nCoordinate post, couriers, deliveries, archiving and the secure handling and disposal of confidential documents.\nProcurement, suppliers and financial administration\nRaise purchase requests, obtain quotations, process purchase orders and invoices, and maintain supplier records within delegated authority.\nCoordinate contractor access and completion evidence, and track routine site expenditure against budget.\nFinance, accountancy and legal support\nComplete Vistra bank reconciliations and enter supplier invoices in line with finance controls.\nSupport disbursements, notary payments and Legal department payments and registry administration, applying basic accountancy knowledge.\nSpace, moves and workplace projects\nMaintain seating plans and coordinate workstation set-ups, desk allocations, small moves, furniture installations and workplace improvements.\nSustainability, data and continuous improvement\nMaintain Facilities, waste, energy and service data, and support practical improvements in sustainability, efficiency and colleague experience.\nCommunication and colleague support\nRespond to Facilities queries, provide clear service updates and escalate issues appropriately.\nMandatory Capabilities\nGood spoken and written English, with clear communication and accurate record-keeping skills.\nGood working knowledge of Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.\nDesirable capability\nKnowledge of A3 accounting software would be advantageous.\nHealth, safety and physical security requirements\nPhysical Security Assessment - role coordinates the assessment\nHealth & Safety training - IOSH Working Safely or local equivalent\nIf you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!","description_format":"text","description_chars":4039,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Payroll Services","Custody & Fund Administration","Accounting & Bookkeeping Services","Tax Advisory & Preparation"],"lifecycle":[{"event":"open","at":"2026-10-22T04:47:04Z"}],"visa":[],"liveness":{"score":90,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.903,"p_room":1,"age_days":1,"expected_fill_days":7,"reasons":["conf:3","velocity","win:early","comp:brand"],"computed_at":"2026-10-23T05:54:15Z"},"pay":null,"html_url":"https://alion.io/job/vistra-office-assistant","json_url":"https://alion.io/job/vistra-office-assistant.json","meta":{"generated_at":"2026-10-24T02:43:03Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":4327,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-25T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2065422},"rest":"https://alion.io/mcp/rest/get_company?id=2065422"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fvistra-office-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fvistra-office-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fvistra-office-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/vistra-office-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fvistra-office-assistant"}]}