Administration Specialist/office Assistant

**Main objectives/responsibilities of the role**

As Office Assistant, you are point of contact for customers and visitors. Responsibilities include physical access control, keeping office supplied and organized, maintaining regsisters and files, telephone switchboard,communicating with landlords and service providers,event planning and execution,sorting and distributing incoming mail, preparing outgoing mail, coordinating shipments and attending to employee questions and concerns via a ticket system. Acting as support staff to Business Units Finance, HR, Legal, IT and InfoSec among others.

**Tasks of the role**
- Mobile phones administration: Assign contracts, provide eSim, distribute cell phone, obtain handover and return protocol, enter Asses ID in WD, cancel contracts, reset cell phone to factory settings
- Company car fleet management: Process of coordination with employees, HR & Finance, ordering, handover, reminder of upcoming inspections and tire changes, claims processing, lease return, fuel card management, communication with freight forwarders, car dealerships, responsible for pool cars
- Front desk (as a substitute for sick leave and vacation leave)
- All secretarial tasks (answering the telephone, processing incoming and outgoing mail, edit different mailboxes, Docu Sign) etc.
- visitor management: Data protection, visitor badge, wifi, visitor access cards
- Jira Ticket System edit
- All Purchase orders: office supplies, food and beverage, Licence, orders for colleges,..
- Weco Travel
- Support with Event Management: Create surveys, Coordination of dates, communication with catering, organizer and service provider e.g. photo box,... get an offer, send invitation internally, Preparing the event location, collect feedback internally
- Coordinate service providers such as cleaning companies and florists
- Courier service, national and international shipping of parcels
- Support onboarding and offboarding: Assemble packages, set up passwords, usernames and send them remotely
- Alarm system support: Manage access system, Safety Route
- Facility management: Forward defects in the building
- Preparation Finance: Request missing invoices
- Support with meeting preparation (preparing the room, checking cleanliness, preparing drinks and snacks)
- Master data maintenance
- Creation of statistics
- Update sharepoint
- Access control

**Professional Requirements / Experience**
- At least a secondary school leaving certificate (Realschule)
- Excellent written and spoken English & German skills.
- High level of commitment and dedication.
- Strong communication and teamwork skills.
- Professional experience would be desirable 1-2 year in the administrative area, fleet management and Administration

**Personal Requirements**
- High level of communication skills
- Intercultural and social skills
- Confident and friendly demeanor
- Well-groomed appearance
- Ability to organize, plan and coordinate
- Reliable and precise way of working
- Ability to work under pressure and flexibility
- Discretion
- Multitasking

Art der Stelle: Vollzeit, Festanstellung, Befristeter Vertrag
Vertragsdauer: 12 Monate

Gehalt: 25.640,00€ - 44.807,07€ pro Jahr

Leistungen:

- Betriebliche Altersvorsorge
- Betriebliche Weiterbildung
- Empfehlungsprogramm
- Firmenevents
- Firmenhandy
- Flexible Arbeitszeiten
- Gleitzeit
- Kostenlose Getränke
- Kostenloser Parkplatz
- Mentoring-Programm für Mitarbeiter
- Mitarbeiter-Rabatt
- Sprachkenntnisse werden vermittelt
- Zusätzliche Urlaubstage

Arbeitsort: Vor Ort

Voraussichtliches Einstiegsdatum: 01.12.2025