Location: Dusseldorf
Employment Type: Full-time
Position Summary
This role is responsible for daily administrative operations and office management, ensuring efficient, compliant, and well-organized support in office facilities, supplies, vendor services, and employee activity coordination. The position helps create a positive workplace experience and works closely with HR, Finance, IT, Property Management, and other stakeholders to improve administrative processes in compliance with German workplace and labor standards.
Key Responsibilities
- Office Operations & Facilities Management
- Support the daily operation of the office (e.g., access control, visitor registration, meeting rooms, workstations).
- Liaise with property/building management and follow up on repairs, cleaning, security, fire safety (Brandschutz), and occupational health and safety (Arbeitssicherheit) regulations in Germany.
- Maintain office environment standards in terms of cleanliness, order, safety, and regulatory compliance.
- Vendor & Expense Management
- Manage administrative vendors (e.g., cleaning, maintenance, courier, office supplies) and monitor service quality and SLA performance.
- Support administrative procurement, including quotation comparison, ordering, receiving, and record management.
- Assist with cost control and reconciliation by collecting invoices, contracts, and payment requests, and coordinating with Finance on payment processes in compliance with German accounting standards.
- Office Supplies & Asset Management
- Manage the purchasing, inventory, distribution, and stock-taking of office supplies, consumables, and gifts.
- Assist in maintaining fixed asset records (e.g., office equipment and furniture), and support asset stock checks and transfers.
- Employee Activities & Culture Support
- Assist in organizing company activities (e.g., team building, holiday events, all-hands meetings), including registration, materials preparation, venue coordination, and on-site execution.
- Collect feedback and drive continuous improvement to enhance the local employee experience.
- Administrative Process & Documentation Management
- Maintain administrative policies, processes, and forms (e.g., meeting room rules, vendor list, procurement/use request processes).
- Archive and manage administrative documents such as contracts, quotations, and payment records securely, respecting local data privacy (GDPR / DSGVO) standards.
Qualifications
- 2+ years of experience in administration, office management, or general support roles (experience in multinational companies or fast-paced environments is a plus).
- Familiar with administrative procurement, vendor management, and expense reimbursement/reconciliation processes.
- Strong communication and coordination skills with a service-oriented mindset; able to handle multiple tasks with attention to detail.
- Proficient in Microsoft Office (Excel, Word, PowerPoint); basic design abilities (poster/video) are a plus.
- Structured thinking, high attention to detail, strong ownership, and execution capability.
- Working language: English is required; German language skills (B2 or above) are strongly preferred for dealing with local authorities, property management, and vendors.