Office Executive

Our Company:

TUALCOM specializes in the design and manufacturing of high technology RF communication, GNSS anti jamming and electronic warfare systems. We are a global leader in commercially off-the-shelf products, offering the best performance for size, weight and cost on the market. TUALCOM's global customers span the defense, law enforcement and civil sectors, where we have a proven track record of success, delivered through our commitment to innovation, quality, and customer satisfaction. We are therefore looking for Office Executive to join our team.

Position Overview:

We are seeking a highly motivated and trustworthy Office Executive to support the Operations Director with running the business. This is an important, hands-on and cross-functional role and will involve a wide spectrum of work, interacting with departments in our Turkish HQ, the Germany team, suppliers and clients. The ideal candidate will be technically competent, proactive, and used to working in a fast-paced environment. This role requires a strong presence in the office, to handle daily operations and managing key office responsibilities.

Responsibilities:

General Business Support

• Involvement in financial matters including managing daily company expenses, credit cards, etc. Working closely with HQ finance department and local accountant.
• Organize and support with company travel arrangements.

Office Management

• Manage the office environment, ensuring it is clean, tidy and appropriate for work and meetings on a daily morning basis. Keep supplies and internal consumables stocked up and coordinate with the cleaning contractor.
• Manage the facility and be the first point of contact for the landlords operational and building management teams.
• Manage all office related (stationary, office furniture, IT related supplies etc.) suppliers, negotiate terms, and the procurement of goods in a timely manner. Conduct reviews and evaluate performance and cost-effectiveness.
• Implement and maintain an office asset management system.
• Manage access control
• Manage mail and deliveries and answer central line and route calls.

Logistics

• Logistics of client order fulfilment through packing team and the coordination of couriers.
• Coordinate import/export of goods, and customs procedures with brokers and forwarders.

Events Organization

• Manage all aspects of our attendance to Germany tradeshows/events. Attend key trade events in a supporting capacity.
• Organize internal office events, incentives, anniversaries and social gatherings and create a positive working environment.
• Manage Managers/Directors calendars.

IT and Technical Support

• Coordinate with HQ's IT department and the local IT service provider for local requirements with equipment, connectivity and software.
• Be on hand to deal with major outages and coordinate resolution with HQ and IT service provider.
• Procure and coordinate the setup of laptop/PCs and setup/request users accounts.
• Manage mobile service provider account and the company mobile phones issues to staff.

HR Administration

• Support managers with staffing requirements, assessment and hiring process.
• Run comprehensive and well-prepared onboarding of all new starters to ensure a smooth first day. Run off boarding and debrief sessions for leavers.
• Develop and manage new processes for employees starting, moving, and leaving.
• Maintain employee records on the system and assist with other HR-related administrative tasks.
• Work with our legal and HR consultants on staffing matters and handle employment formalities.

Key Skills and Requirements:

• Proven experience in office management and running a facility to high standards and providing a safe and welcoming environment.
• Experience dealing with corporate level insurance policies and running annual renewal processes with vendors.
• Experience managing various suppliers, procurement, asset management,
• Technical competence with IT service, and productivity software. Experience with CRM and ERP systems would be advantageous.
• Exceptional planning and organizational skills and seasoned in managing corporation and attendance at trade show events.
• Strong people skills and experience.
• Experience with special projects outside of business-as-usual activity.

Personal Attributes:

• Ability to build and maintain relationships and work cross functionally, locally and internationally.
• Ability to carry out tasks to a high standard with a strong eye for attention to detail and thorough approach to their work.
• Pro-active and flexible approach.
• Fluent written and spoken German and English language skills are essential. Native German language skills are highly desired.