Office Executive

Our Company: TUALCOM specializes in the design and manufacturing of high technology RF communication, GNSS anti jamming and electronic warfare systems. We are a global leader in commercially off-the-shelf products, offering the best performance for size, weight and cost on the market. TUALCOM’s global customers span the defense, law enforcement and civil sectors, where we have a proven track record of success, delivered through our commitment to innovation, quality, and customer satisfaction. We are therefore looking for Office Executive to join our team. Position Overview: We are seeking a highly motivated and trustworthy Office Executive to support the Operations Director with running the business. This is an important, hands-on and cross-functional role and will involve a wide spectrum of work, interacting with departments in our Turkish HQ, the Germany team, suppliers and clients. The ideal candidate will be technically competent, proactive, and used to working in a fast-paced environment. This role requires a strong presence in the office, to handle daily operations and managing key office responsibilities. Responsibilities: General Business Support Involvement in financial matters including managing daily company expenses, credit cards, etc. Working closely with HQ finance department and local accountant. Organize and support with company travel arrangements. Office Management Manage the office environment, ensuring it is clean, tidy and appropriate for work and meetings on a daily morning basis. Keep supplies and internal consumables stocked up and coordinate with the cleaning contractor. Manage the facility and be the first point of contact for the landlords operational and building management teams. Manage all office related (stationary, office furniture, IT related supplies etc.) suppliers, negotiate terms, and the procurement of goods in a timely manner. Conduct reviews and evaluate performance and cost-effectiveness. Implement and maintain an office asset management system. Manage access control Manage mail and deliveries and answer central line and route calls. Logistics Logistics of client order fulfilment through packing team and the coordination of couriers. Coordinate import/export of goods, and customs procedures with brokers and forwarders. Events Organization Manage all aspects of our attendance to Germany tradeshows/events. Attend key trade events in a supporting capacity. Organize internal office events, incentives, anniversaries and social gatherings and create a positive working environment. Manage Managers/Directors calendars. IT and Technical Support Coordinate with HQ’s IT department and the local IT service provider for local requirements with equipment, connectivity and software. Be on hand to deal with major outages and coordinate resolution with HQ and IT service provider. Procure and coordinate the setup of laptop/PCs and setup/request users accounts. Manage mobile service provider account and the company mobile phones issues to staff. HR Administration Support managers with staffing requirements, assessment and hiring process. Run comprehensive and well-prepared onboarding of all new starters to ensure a smooth first day. Run off boarding and debrief sessions for leavers. Develop and manage new processes for employees starting, moving, and leaving. Maintain employee records on the system and assist with other HR-related administrative tasks. Work with our legal and HR consultants on staffing matters and handle employment formalities. Key Skills and Requirements: Proven experience in office management and running a facility to high standards and providing a safe and welcoming environment. Experience dealing with corporate level insurance policies and running annual renewal processes with vendors. Experience managing various suppliers, procurement, asset management, Technical competence with IT service, and productivity software. Experience with CRM and ERP systems would be advantageous. Exceptional planning and organizational skills and seasoned in managing corporation and attendance at trade show events. Strong people skills and experience. Experience with special projects outside of business-as-usual activity. Personal Attributes: Ability to build and maintain relationships and work cross functionally, locally and internationally. Ability to carry out tasks to a high standard with a strong eye for attention to detail and thorough approach to their work. Pro-active and flexible approach. Fluent written and spoken German and English language skills are essential. Native German language skills are highly desired.