Office Operations Coordinator

vor 2 Wochen

Düsseldorf, Nordrhein-Westfalen, Deutschland Audiencly GmbH Vollzeit
Job Description

We are seeking a highly organized and detail-oriented Office & Operations Assistant to join our team at Audiencly GmbH. As the backbone of our operational business, you will be responsible for designing administrative processes efficiently and supporting the team in implementing technical projects.

Key Responsibilities
  • Administrative Duties & Office Assistance
    • Manage office supplies, monitor office equipment and technology, and maintain a clean and organized work environment.
    • Handle and archive documents, including processing incoming invoices and forwarding them to the accounting and tax office.
    • Digitize documents and upload them to relevant systems.
    • Process all incoming invoices, review, upload, and forward them to the tax office for payment.
    • Reconcile invoices with bank statements and verify daily bank transactions.
    • Organize and book business trips for the team, manage travel accounting, and control associated costs.
    • Manage daily incoming mail (physical and electronic), scan and forward relevant documents to accounting.
    • Organize office repairs and technical updates, order office supplies, and ensure cost efficiency through price comparisons for services like internet and cleaning.
    • Organize team events and incentives to promote team spirit, purchase and distribute birthday gifts, welcome gifts, and onboarding boxes for new employees.
  • Finances & HR Assistance
    • Work closely with tax advisors and external providers to prepare payrolls, administer employment contracts, handle termination processes, and manage changes.
    • Assist the HR team in creating job advertisements, contracts, and scheduling interviews.
    • Manage the entire onboarding process, from ordering hardware to integrating new employees into the team, and coordinate the offboarding process when employees leave.
    • Maintain constant communication with legal and tax advisors to ensure compliance with labor law and tax regulations, manage contracts and legal documents in collaboration with external service providers.
  • Operational Support & Tool Implementation
    • Support the implementation and management of digital tools (Trello, Airtable, Confluence, etc.) to increase administrative and operational efficiency, ensure smooth system operation, and provide training when required.
    • Maintain and update critical lists, including managing employee hardware, passwords, parking passes, licenses, and phones.
    • Collaborate on internal projects for process optimization and automation of administrative processes, assist the operations team in managing technical systems, and develop efficient workflows.
    • Work closely with other departments to ensure seamless operational and administrative processes, support 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 will 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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