Administration & HR Assistant (H/F)

vor 1 Woche

Friedberg Hessen, Deutschland HELI EUROPE HQ GmbH Vollzeit

HELI Europe Headquarters GmbH is the European headquarters of Anhui Heli Co., Ltd., one of the world’s leading forklift manufacturers. Located in Friedberg, Hesse, Germany, HELI is dedicated to expanding its presence and impact across Europe. With a commitment to delivering high-quality material handling equipment and comprehensive logistics solutions, HELI serves the diverse needs of the European market with excellence and innovation. We are looking for a Administration & HR Assistant for our team.

**Job responsibilities**:
1. Expense Management and Control:
1) Office Supply Ordering: Manage inventory and order office supplies and supplies as needed. Ensure the office is always stocked with necessary supplies and equipment. Build relationships with vendors and negotiate office supply and service contracts.

2) Office and Staff Housing Planning and Payment: Monitor and manage office expenses to ensure cost-effective solutions. Maintain accurate records of all financial transactions and prepare monthly expense reports. Work closely with the Finance Department to ensure timely processing of invoices and payments. Coordinate and manage planning and payment of office utilities such as electricity, water, internet and other services. Ensure timely payments. Purchase vehicles, rent vehicles, regular maintenance, purchase insurance, and arrange annual vehicle inspections.

2. Document Management:
1) Ensure the collection and filing of documents necessary for administrative documents and contracts.

2) Paper Mail Collection and Delivery: Payment of invoices, fines, bills, etc., including but not limited to timely and accurate delivery of letters to the recipients.

3) Contract Management: Manage contracts related to office operations, including leases, insurance, service agreements, and vendor contracts. Ensure all contracts are up to date and in compliance with company policies. Monitor contract expiration dates and initiate renewals or renegotiations as needed.

4) Supplier Management: Find suppliers within the scope of contract work, establish contacts, sign and track contracts, pay bills and services regularly, and provide evaluations and feedback based on company development needs and employee work needs.

3. Event Organization:
1) Provide support for organizing dealer events, training courses and other activities. Inclusions include but are not limited to hotel reservations, itinerary planning and arrangements.

2) Event Planning and Coordination: Plan and coordinate office events, meetings and seminars. Handle the logistics of internal and external events, including catering, venue settings and equipment.

4. Office Maintenance:
1) Ensure the office environment is clean, safe and well-maintained. Coordinate any needed repairs or improvements with cleaning companies and landlords. Manage office layout and ensure optimal space utilization.

2) Equipment Management: Coordinate maintenance and troubleshooting of office equipment and systems. Ensure all office equipment is operating properly and arrange repairs or replacements as needed.

5. Health and Safety Compliance:
1) Ensure that the office complies with all health and safety regulations. Conduct regular health and safety inspections and keep records. Provide training and information to employees on health and safety procedures.

6. HR Function Support:
Assist in the preparation of employee recruitment information, ensure the placement and real-time maintenance of recruitment information on major websites. Organize and collect interview employee information, and assist in the first and second stage interview process of participating employees. Assist in the onboarding of new employees and organize onboarding training. Maintain employee records and support human resource management tasks
- Pack office skills;
- Fluent in English/Germany is required, Chinese is recommended;
- Previous experience in administration and HR is a plus;
- Confident, persistent and eager to learn;
- Highly organized, with the ability to prioritize tasks and manage time effectively.

**Contract & Salary**:

- Public holidays & 30 days annual leave;
- Probationary period 6 months with salary 3500 euro pretax;
- Permanent period with salary 3700 euro pretax.

**Job Types**: Full-time, Permanent

Pay: 3.500,00€ per month

Work Location: In person

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