Office Manager (f/m/d)

Your Tasks

• Processing supplier invoices and monitoring of payments

• Liaising with local insurance broker to ensure adequate insurance coverage for the subsidiary e.g. Business Travel insurance, car insurance, Property and Liability insurance, Inland Transit insurance etc.

• Approving and processing employee expense claims

• Supporting the Managing Director (f/m/d) with local recruiting and onboarding activities

• Preparing employment contracts and/or related documents

• Acting as a local point-of-reference for HQ HR / Business Division HR in regard to central HR topics & processes

• Administering local training needs and cooperating with the LSO Administrator to document relevant training attendance in the LSO tool

• Ensuring compliance with Standard 035

• Ensuring compliance with data protection regulations (tracking and managing)

• Ensuring on-time payroll processing and interaction with respective Outsourcing Partner (f/m/d)

• Coordinating benefits administration (e.g. pension plan) with respective service provider

• Preparing compensation related employee communication (e.g. salary letters, bonus letters)

• Liaising with departments overseas

• ICT user operations

• Monthly online meetings with IT overseas, equipment purchasers, program updates and general IT issues

• Main contact for local suppliers such as landlord, utility providers, travel agent, insurance, fleet car company

• Updating Contract Management system (SAP)

• Implementing and updating local and global HR policies & initiatives

• Supporting health and safety procedures

Your Profile

• Bachelor’s degree in Business Administration

• Min. 3 years of work experience in an office administration related role, preferably in an international work context

• Basic Accounting and Payroll knowledge / understanding

• Very good knowledge of relevant MS Office applications (Word, Excel, OneNote)

• Knowledge of MS SharePoint preferred

• Very good English language skills (verbal and in writing), additional languages are highly preferred (e.g. German)

• Ability to work proactively and independently

• Ability to communicate professionally internally as well as with external parties, e.g. Outsourcing Partners, government agencies

• Interpersonal skills and high level of integrity

• Ability to deal with sensitive situations and related information

• Enthusiasm, motivation and professional attitude to work

• High attention to detail

• Strong organizational, communication, problem solving and relationship building skills

• Ability to take on new tasks and work autonomously