Office & Operations Assistant

vor 2 Monaten

Düsseldorf, Deutschland Audiencly GmbH Vollzeit

We are currently expanding our international team and seeking an Office & Operations Assistant to serve as the backbone of our operational business, design administrative processes efficiently, and support the team in implementing technical projects.

Tasks

ADMINISTRATIVE DUTIES & OFFICE ASSISTANCE

- General Office Administration: Responsible for managing office supplies, monitoring office equipment and technology, and maintaining the work environment.
- Document Management: Handling and archiving documents, including processing incoming invoices and forwarding them to the accounting and tax office. Digitizing documents and uploading them to relevant systems.
- Invoice Processing and Payment Management: Processing all incoming invoices, reviewing, uploading, and forwarding them to the tax office for payment. Reconciling invoices with bank statements and verifying daily bank transactions.
- Travel Planning and Booking: Organizing and booking business trips for the team, managing travel accounting, and controlling associated costs.
- Mail Processing: Managing daily incoming mail (physical and electronic), scanning and forwarding relevant documents to accounting.
- Office Organization and Purchasing: Organizing office repairs and technical updates, ordering office supplies, and ensuring cost efficiency through price comparisons for services like internet and cleaning.
- Event Management & Team Building: Organizing team events and incentives to promote team spirit. Purchasing and distributing birthday gifts, welcome gifts, and onboarding boxes for new employees.

FINANCES & HR ASSISTANCE

- Wage and Salary Preparation: Working closely with tax advisors and external providers to prepare payrolls, administer employment contracts, handle termination processes, and manage changes.
- HR Support: Assisting the HR team in creating job advertisements, contracts, and scheduling interviews.
- Onboarding & Offboarding: Managing the entire onboarding process, from ordering hardware to integrating new employees into the team. Coordinating the offboarding process when employees leave.
- Exchange with the Tax Advisor & External Providers: Maintaining constant communication with legal and tax advisors to ensure compliance with labor law and tax regulations. Managing contracts and legal documents in collaboration with external service providers.

OPERATIONAL SUPPORT & TOOL IMPLEMENTATION

- Technical Affinity & Process Optimization: Supporting the implementation and management of digital tools (Trello, Airtable, Confluence, etc.) to increase administrative and operational efficiency. Ensuring smooth system operation and providing training when required.
- Data Maintenance & Monitoring: Maintaining and updating critical lists, including managing employee hardware, passwords, parking passes, licenses, and phones.
- Project Support: Collaborating on internal projects for process optimization and automation of administrative processes. Assisting the operations team in managing technical systems and developing efficient workflows.
- Interface with Other Teams: Working closely with other departments to ensure seamless operational and administrative processes. Supporting the implementation of new tools and systems to facilitate team work.

Requirements
  • At least 3 years of professional experience in office management, operations management, or a similar administrative role. Experience in handling HR and financial processes is an advantage.
  • Strong organizational skills to manage multiple projects, prioritize tasks, and meet deadlines.
  • Excellent communication skills for interacting with internal teams, external service providers, and partners.
  • Experience with digital tools such as Trello, Airtable, and Confluence, and the ability to quickly learn new tools. Understanding of process optimization and automation is desirable.
  • Attention to detail, especially when managing invoices, documents, and expense reports.
  • Basic knowledge of human resources management (onboarding, contract management) and financial accounting.
  • Fluent spoken and written German and English skills.
Benefits
  • Health and retirement benefits: We offer attractive social benefits to secure your health and financial future.
  • Flexible working arrangements: You have the option to work in a hybrid model with flexible working hours.
  • Team events and training: We organize regular team events and training courses to help you continually improve your skills.
  • Office perks: Enjoy free snacks, drinks, coffee, and tea for a pleasant everyday work experience.
  • Career opportunities: We provide diverse development opportunities in a growing and dynamic company.
  • Work-life balance: You'll have 29 days of annual leave plus public holidays.

You work in a growing and exciting industry with major brands and great people. We maintain an open culture of communication at all levels and offer continuous training. We regularly organize fantastic after-work events. If you have organizational talent, a technical affinity, and enjoy working in a dynamic environment, we look forward to receiving your application

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