Service Coordinator

Location: Spain – Office-based with some remote flexibility
Hours: Part or Full-time min 20 hours per week
Reports to: Service Manager

Role Purpose

Our visa, residency and relocation support services ensure smooth planning and transition for people moving from the UK to settle in Spain. The Service Coordinator plays a vital role in the coordination and delivery of these services, ensuring that each client receives seamless, professional support throughout their journey. Working closely with Consultants, Service & Admin Assistants, and external collaborators, this position combines hands-on organisation with strong client communication.

You’ll manage client appointments, support administrative processes, and handle day-to-day liaison between clients and partners such as immigration offices, police stations, and other Spanish authorities.

Key Responsibilities

Client Coordination & Support

• Schedule, attend, and interpret at client appointments (e.g., immigration, police, trafico, ITV, notary, and other agencies).
• Communicate with clients in person, by phone, and via email/WhatsApp before, during, and after services.
• Ensure each client’s experience is smooth, professional, and well-documented.
• Follow up on appointments and maintain contact until services are completed.
• Represent the company professionally and positively both during and outside office hours.

Administration & Workflow

• Check and prepare client documentation for submission to collaborators and authorities.
• Send and respond to client and partner emails, messages, and calls promptly.
• Organise and prioritise workflow tasks using the company CRM and internal trackers.
• Maintain accurate records of appointments, submissions, and correspondence.
• Ensure all client data is handled in line with company policies and GDPR standards.

Team & Operational Support

• Coordinate with Consultants and the Service & Admin team to manage workload efficiently.
• Support the Service Manager by reporting on service activity and identifying process improvements.
• Conduct research and assist in problem-solving for client or process-related queries.
• Liaise with external collaborators and service providers to maintain strong working relationships.

Ideal Candidate

• Energetic and organised professional with strong attention to detail.
• Excellent customer service and communication skills (English essential; Spanish desirable).
• Reliable, adaptable, and able to prioritise tasks in a busy service environment.
• Team-oriented with a positive, can-do attitude and problem-solving mindset.
• Competent in Microsoft 365, Google Workspace, and CRM or online management tools.
• Professional presentation and a commitment to upholding OLS’s customer-first standards.

Package & Benefits

• Part-time or Fulltime minimum 20 hours per week Monday to Friday between 9:00am and 6:00pm.
• Office-based with some flexibility for remote working when required.
• August remote work option (home-based during the summer month).
• Opportunities for progression within the service delivery team.

Why Join Us?

As a Service Coordinator, you’ll play a central role in delivering a smooth and professional experience for clients relocating to Spain. You’ll work closely with consultants and admin teams to keep services moving, problems resolved, and clients supported. We offer a friendly, well-structured working environment, clear processes, and the chance to grow into more senior roles within the organisation team. It’s a role that blends organisational skills, teamwork, and real impact in a business with purpose.

Apply

To apply for this position please click here to complete our brief online application.