The Institute
The Centre for Genomic Regulation (CRG) is an international biomedical research institute of excellence, based in Barcelona, Spain, with more than 400 scientists from 44 countries. The CRG is composed by an interdisciplinary, motivated and creative scientific team which is supported both by a flexible and efficient administration and by high-end and innovative technologies.
In April 2021, the Centre for Genomic Regulation (CRG) received the renewal of the 'HR Excellence in Research' Award from the European Commission. This is a recognition of the Institute's commitment to developing an HR Strategy for Researchers, designed to bring the practices and procedures in line with the principles of the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers (Charter and Code).
Please, check out our Recruitment Policy
The Role
We are seeking a highly organized and proactive Administrative Assistant to support the daily operations of the Facility Management Department at CRG. This role is essential for ensuring smooth administrative workflows and supporting the Head of Facility Management in a variety of tasks related to infrastructure, maintenance, and general services.
Responsibilities
- Provide comprehensive administrative support across all Facility Management activities.
- Prepare and update departmental Key Performance Indicators (KPIs) and internal monitoring reports.
- Manage and maintain access control records and logs (Excel-based).
- Coordinate the planning and execution of annual deep cleaning services.
- Follow up on invoices related to general services, ensuring proper tracking and documentation.
- Upload purchase requests into the Oracle system and monitor the approval process.
- Validate invoices linked to preventive and corrective maintenance services, general services, and construction works in Oracle.
- Track the delivery of goods and manage the follow-up of delivery notes with the warehouse team.
- Monitor and coordinate the ticketing system to ensure timely resolution of internal requests.
- Review, edit, and maintain clear and updated technical and operational protocols.
- Keep all general department information up to date, including documentation, templates, and service directories.
- Assist the Head of Facility Management with any additional administrative tasks as required.
About the department
The Facility Management Department is responsible for the maintenance and security of the CRG spaces (located in two sites: PRBB, Marenostrum Tour and associated assets and equipment, as well as planning and building of new construction projects, including refurbishments and modifications. The specific services offered are included below:
- Maintenance and general services of the spaces and scientific equipment.
- PRBB and Marenostrum Emergency Plan control.
- Planning and building of new construction projects.
- Management and coordination of laboratory material cleaning and sterilization.
- Management and coordination of the CRG’s strategic sustainability plan.
- Other responsibilities, such as general incident management, minor repairs, and furniture moves.
Whom would we like to hire?
Professional experience
We are looking for a highly organized and detail-oriented administrative professional with proven experience in supporting technical or operational departments. The ideal candidate should demonstrate strong proficiency in administrative procedures, excellent command of tools such as Excel and Oracle, and the ability to follow up on multiple tasks simultaneously. A collaborative mindset, service-oriented approach, and the capacity to communicate effectively with both technical staff and external providers are essential. Adaptability, initiative, and the ability to work in a fast-paced, multidisciplinary research environment will be key to succeeding in this role.
Requirements
- Proven experience in administrative roles, ideally within technical environments.
- Good at Microsoft Excel and familiar with ERP systems such as Oracle.
- Experience in processing and validating invoices, purchase requests, and service tracking.
- Ability to manage and coordinate multiple administrative processes simultaneously (e.g., access control, delivery notes, cleaning schedules).
- Excellent organizational and time-management skills, with attention to detail and accuracy.
- Strong communication skills and ability to interact with multidisciplinary teams, service providers, and technical staff.
- Proactive and solution-oriented mindset,
Education and training
- Vocational training degree “FP” or higher education in Administration, Business Management, or related fields obtained in the last 3 years.
- Familiarity with public sector procedures, technical environments, or scientific institutions is highly valued.
Languages
- You are proficient in English and Spanish
- Catalan would be a plus
Technical skills
- You are an advanced user of Microsoft Office and ERP System (Word, Excel, Oracle)
Competences
- Strong sense of accuracy, responsibility, and self-organization
- Flexibility to thrive in dynamic environments and collaborate effectively with multidisciplinary teams.
- Continuous learning attitude and willingness to acquire knowledge related to facility operations and infrastructure management.
The Offer – Working Conditions
- Contract duration: Training contract for 6 months with the possibility to extend for another 6 months.
- Estimated annual gross salary: Salary is commensurate with qualifications and consistent with our pay scales.
- Target start date: As soon as possible , 2025
We provide a highly stimulating environment with state-of-the-art infrastructures, and unique professional career development opportunities. To check out our training and development portfolio, please visit our website in the training section.
We offer and promote a diverse and inclusive environment and welcomes applicants regardless of age, disability, gender, nationality, ethnicity, religion, sexual orientation or gender identity.
The CRG is committed to reconcile a work and family life of its employees and are offering extended vacation period and the possibility to benefit from flexible working hours.