Administrative Specialist (m/w/d) (Kaufmann/-frau - Büromanagement)

Reports To

HR & Administration Manager

Job Purpose / Summary

The Administrative Specialist is responsible for ensuring smooth and efficient day-to-day operations of the office. This role supports managers and employees through a variety of organizational and communication tasks, acting as a central point for internal and external coordination.

Key Responsibilities

- Oversee daily office operations, including reception duties, mail handling, and supply management.
- Coordinate and organize meetings, appointments, travel arrangements, and company events.
- Maintain and update company records, files, and databases.
- Support HR with onboarding of new employees (e.g., preparing workstations, access cards etc.).
- Liaise with vendors and service providers (office equipment, cleaning, maintenance, couriers).
- Prepare reports, presentations, and correspondence as required.
- Ensure compliance with health, safety, and security procedures in the office.
- Support other departments with administrative tasks when needed.
- Serve as the primary point of contact for internal and external communication and coordination, ensuring information flows smoothly across teams and stakeholders.
- Identify, evaluate, and arrange suitable office spaces and handle related administrative tasks (e.g., lease negotiations, facility setup, and relocation coordination).

Qualifications & Requirements

- Completed vocational training or Bachelor’s degree in Business Administration, Management, or a related field (preferred).
- Fluent in English, German
- 2+ years of experience in office administration or a similar role.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- High level of professionalism and confidentiality.
- Ability to work independently and collaboratively.

Key Competencies

- Organization & Time Management – Ability to manage multiple priorities effectively.
- Communication – Clear, professional, and proactive communication skills (written and verbal).
- Problem Solving – Proactive in identifying issues and suggesting solutions.
- Attention to Detail – Ensures accuracy in work and documentation.
- Stakeholder Coordination – Builds positive relationships with internal teams and external partners.

Working Conditions

- Full-time position based in [Frankfurt am Main / Germany ].
- Standard office hours [e.g., Monday to Friday, 9:00–18:00].
- Occasional overtime for events or urgent tasks may be required.
- On-site work is required.

Ergänzende Informationen:
Anforderungen an den Bewerber:
Grundkenntnisse: Web-Administration, Einkaufsorganisation, -management, Büroorganisation, Büromanagement
Erweiterte Kenntnisse: Microsoft Office