Receptionist & Facilities Assistant

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Job Specification:

This role combines both Office Reception and Facilities Management responsibilities, ensuring smooth daily office operations while overseeing facilities, vendors, and workplace experience.

• Act as the main point of contact for reception, visitors, calls, mail and couriers • Manage office operations including meeting rooms, supplies, storage, and common areas

Coordinate vendors, maintenance, cleaning and building management

Oversee facilities management, including maintenance, safety, and compliance

Manage budgets, purchase orders, and vendor contracts

Support real estate matters, leases, and office space planning

Organize meetings, corporate events and office activities

• Ensure health & safety standards and office security procedures are followed • Support HR, Finance and other departments with administrative tasks

Assist with relocations, refurbishments and office projects

Skills Required:

Experience in facilities management, office administration or similar role (3+ years preferred)

Strong organizational and multitasking abilities

Experience managing vendors and budgets

Knowledge of health & safety and facilities operations

Customer service mindset and excellent communication skills

Ability to work independently and take initiative

Fluent English (written and spoken)

What you will get in return:

Opportunity to work in a multinational and fast-growing company

Exposure to multiple business functions and senior stakeholders

Dynamic and collaborative working environment

At Apex Group, we are committed to creating a diverse and inclusive workplace. In Spain, this includes our obligation under the LGD to ensure that people with disabilities are represented within our teams. If you have a recognised disability ( 33%), we welcome your application and will provide reasonable adjustments throughout the recruitment process.

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.