Operations & Client Success Coordinator

Overview Join the dynamic team at Papeleo Sin Jaleo SL as our new Operations & Client Success Coordinator. We’re all about making paperwork a breeze for our clients, and we’re welcoming a dedicated bilingual professional to help us grow.

As our first hire, you’ll 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, you’ll be instrumental in helping people navigate Spanish paperwork. We’re looking for someone who’s a natural organizer, great with people, and ready to take initiative. You’ll collaborate across services, bring smart solutions to daily challenges, and help keep our clients smiling every step of the way.

If you’re 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 redefining how people handle their paperwork.

Responsibilities Prepare and process documentation for NIE / TIEs, visas and residency applications, empadronamiento, and Spanish document attestations (legalizations and apostille)

Book and manage appointments with public institutions (e.g. extranjería, policía, 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

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, we’d love to hear from you!

To apply, please submit your CV along with a short motivational letter (max 1 page) explaining why you’re 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.

We’re excited to meet someone who’s ready to grow with us and help our clients navigate Spanish paperwork stress-free.

Key Skills Customer Service, Client Expectations, Client Requirements, Client Support, Action Plans, Issue Resolution,