Business Travel Coordinator

About European XFEL

European XFEL is a prominent international non-profit organization situated in the Hamburg region of Germany. It operates a 3.4 km-long X-ray laser, renowned for producing X-rays of exceptional quality for research across various scientific disciplines, including physics, chemistry, life sciences, and materials research.

Position Overview

We are seeking a dedicated

to join our User Office team. The successful candidate will be responsible for:

• Managing and overseeing the complete business travel workflow, from initial travel requests and bookings to the processing of reimbursement claims.
• Reviewing and approving invoices and claim documents related to business travel.
• Serving as the primary contact for staff, guests, and users regarding travel-related inquiries.
• Coordinating practical travel arrangements and communications for funded users and Proposal Review Panel members.
• Providing support for other User Office colleagues during their absence.

Qualifications

• Completed training in accounting or commercial fields, or a bachelor’s degree in a relevant administrative discipline.
• Proven experience in processing travel expense reports and claims, including managing tax invoices.
• Familiarity with the relevant legal frameworks, such as the Federal Travel Expense Act and the Fiscal Code Law, as well as experience with travel management systems.
• Proficient in using the Microsoft Office software suite.
• Strong written and verbal communication skills in English, with the ability to work effectively in a multilingual environment. Knowledge of German is advantageous.
• A communicative, service-oriented personality with excellent organizational skills and the ability to maintain focus.

What We Offer

Become part of a dynamic, international, and multicultural team comprising scientists, engineers, and administrative professionals. Engage in cutting-edge scientific and technical advancements while participating in our global networks. Experience a culture of tolerance and respect.

Our compensation and benefits are comparable to those of public service organizations in Germany, including:

• A family-friendly work environment with additional childcare days.
• Flexible working hours and the possibility of remote work based on job requirements.
• 30 days of vacation, with the 24th and 31st of December off as a courtesy.
• Comprehensive relocation assistance.
• A generous company pension scheme (6.45% of monthly salary).
• Monthly social events and a subsidized company restaurant.
• Partially funded public transportation job tickets.
• Extensive training opportunities, including subsidized English and German language courses.
• Easy access to a mental health platform to support your well-being.

Company Language

Our primary language of communication is English.