Aquila Capital offers compelling investment opportunities that drive general decarbonisation. Specialising in clean energy, green infrastructure and sustainable real estate, we are providing tailored fund vehicles and investment solutions with a focus on sustainability and aim to become one of the leading asset managers for sustainable investment strategies in Europe with a global reach.
For our office in Madrid we are searching for an
Admin Support (COO) (m/f/d)
Role Overview
We are seeking a highly organized and proactive Administrative & documentation coordinator to provide comprehensive administrative and documentation support to a team of approximately 30 professionals. This role requires a hands-on, detail-oriented individual capable of managing documentation processes, supporting transactions, and ensuring smooth day-to-day operations.
Key Responsibilities
Documentation & records coordination
- Ensure the proper organization, filing, and accessibility of all corporate documentation (both physical and digital).
- Maintain structured and up-to-date document repositories, ensuring consistency and compliance with internal standards.
- Support the maintenance and continuous updating of corporate databases.
Transactional & documentation support
- Provide administrative coordination in transactions with third parties (e.g., acquisitions, financings, corporate changes), ensuring a smooth and efficient document flow.
- Prepare, organize, and manage documentation required for due diligence processes.
- Act as a central point of coordination between internal teams and external stakeholders to ensure timely and accurate exchange of documentation.
Document execution management
- Manage the end-to-end document signature process, including both physical signatures (providing and coordinating documents with signatories) and digital execution via tools such as DocuSign.
- Prepare and manage signature packages, including the creation and monitoring of DocuSign envelopes.
- Track signature status, follow up with signatories, and ensure timely completion of the execution process.
- Ensure all executed contracts are properly recorded, stored in the document management system, and easily retrievable.
Administrative & team support
- Provide day-to-day administrative support to a team of approximately 30 professionals.
- Manage general administrative tasks, including scheduling, meeting coordination, and internal communications.
- Support office-related matters, acting as a point of contact for internal teams and external service providers when needed.
Your Profile:
- Proven experience in administrative, legal support, or documentation management roles.
- Strong organizational skills with the ability to manage multiple priorities independently.
- High attention to detail and accuracy in document handling.
- Experience with document management systems and databases is a plus.
- Familiarity with legal documentation and corporate structures is desirable.
- Strong communication skills in Spanish and English (German language skills are a plus).
- Proactive, reliable, and able to work autonomously in a fast-paced environment.