Stellenbeschreibung

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

Bachelor’s degree in Business Administration, Management, or a related field (preferred).
Fluent in English, German and Chinese.
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.

Administrative Specialist (m/w/d)