Office Manager in Mannheim, coordinating office management and administrative tasks for clients and staff in a global service context.
About the role
- Administrative Specialist supporting the Project Manager and leadership team with administrative tasks. Maintaining documentation and organizing administrative activities for approximately 50 employees.
Responsibilities
- Provide administrative support to the Project Manager and leadership team for a workforce of approximately 50 employees
- Manage and maintain employee-related documentation, including time-off requests, vacation tracking, and personnel paperwork
- Serve as a point of contact for employee inquiries, including phone calls and general administrative requests
- Develop, maintain, and update Excel-based tracking tools, reports, and lists
- Assist with daily and weekly operational reporting, including data compilation, validation, and formatting
- Utilize Excel functions and formulas to analyze data; create and maintain pivot tables as needed
- Maintain organized electronic and physical filing systems in accordance with company policies
- Support the implementation and adherence to office policies and procedures
- Order and manage office supplies; research vendors and pricing as needed
- Coordinate logistics and planning support for traveling personnel, including schedules and documentation
- Provide administrative support to visitors at the warehouse or office location
- Act as a liaison and point of contact for internal departments and external clients as needed
- Manage calendars, schedule meetings, and coordinate communications on behalf of leadership
Requirements
- High School Diploma or equivalent preferred
- Advanced proficiency in Microsoft Excel, including formulas, pivot tables, and data validation
- Strong organizational skills with the ability to manage multiple priorities simultaneously
- High level of attention to detail and accuracy in data entry and reporting
- Professional written and verbal communication skills, particularly in email correspondence
- Demonstrated ability to work cooperatively with project leadership and cross-functional teams
- Experience supporting operations, field teams, or project-based environments preferred
- Ability to handle sensitive and confidential information with discretion
- Proactive problem-solver with the ability to anticipate administrative needs
- Basic leadership or team coordination experience is a plus
- Willingness to adapt to changing project needs and timelines
Benefits
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
- ESSL-PTO After 90 days
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