Job Summary:

Provide support to the site office team through guidance on processes in the daily site office routine, resolving challenges, and supporting relocation and travel processes

Responsibilities:

Support the Site Office team with day-to-day questions, proactively resolve challenges, and pitch in to help
Make an inventory of the office supplies and devise an efficient way to keep items in stock;order supplies and equipment along with other office management responsibilities
Schedule conference rooms, meetings, and video chats
Maintain different data for the team, such as organizational charts, distribution lists etc.)
Prepare regular reports and summaries as well as presentations for the team
Plan events like service anniversaries, recognition parties, lunch-and-learns, and team-building activities
Assist with onboarding new employees - you’ll be the “friendly face” that newbies count on to answer all their questions
Developing and continuously improving the travel strategy for business travelers:
Organization of transportation (early securing of local transportation capacities) and accommodation (housing identification and walks) together with internal and external partners
Allocation of accommodation and transportation for travelers and rotation management (cleaning schedule, key handovers, parking passes)
Communication with travelers and creation of information for travelers as part of “Know before you Go” presentations
Development and continuous improvement of the travel process to achieve efficiency gains
Maintaining travel tools (e.g. Smartsheet) and creating travel dashboards for various target groups

Desired Qualifications:

Fluent in German and English
Professional experience as a Secretary/Assistant or Administrative Support
Flexibility and a proactive approach
Ability to multi-task and prioritize deadlines and deliverables
Very strong organizational skills
A calm head and steady hand to deal with the unexpected

This role will require you to be on-site 5 days a week.

Applications should be sent via our Careers Portal in English.

Administrative Coordinator (m/f/d)