On-Site Operations & Data Coordinator - Vienna (Part-Time)

Upwork; Wien; Vor Ort; EUR 20.664 - 34.440; Teilzeit

Zusammenfassung

Upwork is seeking a highly organized, part-time Administrative Assistant to support a lean, fast-moving team in Vienna. You will handle calendars, documentation, and master data tasks onsite twice per week, ensuring orderly operations and accurate records.

The role requires strong organizational skills, attention to detail, and the ability to partner with cross-functional teams. German language is a plus, and you will help manage onboarding, supplier communications, and invoice processing.

Qualifikationen

• Proven experience as a Virtual Assistant, Executive Assistant, Operations Coordinator, Administrative Coordinator, or similar role.
• Experience with master data management, financial administration, invoice workflows, or basic procurement support.
• Strong English communication; German language skills preferred for supplier and documentation communication.
• Ability to handle confidential information professionally.
• Proactive, reliable, and able to work across multiple recurring work streams.

Aufgaben

• Manage calendars, meetings, agendas, minutes, and action-item tracking for the leadership team.
• Maintain shared folders, templates, trackers, logs, and Microsoft 365 structures.
• Support onboarding and offboarding administration, including checklists and access coordination.
• Prepare internal documents, presentations, reports, and project trackers.
• Track internal projects, compliance documentation, and audit-ready files.
• Coordinate administrative responses for inquiries from authorities and auditors.
• Support health, safety, and environment documentation.
• Maintain master data entry, validation, and routine accuracy checks.
• Maintain item attributes, logistics data, packaging hierarchy, SKU status updates, and SKU lifecycle tracking.
• Prepare and upload product data to GS1 and 1WorldSync.
• Coordinate vendor setup, purchase orders, service renewals, and subscription logs.
• Support invoice processing for local expenses and suppliers.
• Review invoices for completeness and coding, and identify discrepancies.
• Prepare and process minor recurring non-commercial customer invoices.
• Maintain cost tracking logs and follow-up on timely payments.
• Assist with travel arrangements, itineraries, and team event logistics.
• Data cleansing, formatting, and version control across cross-functional inputs.
• Assist with HR and people support tasks such as onboarding kits and holiday calendars.

Kenntnisse

Organizational skills

Attention to detail

Proactive working style

Independent worker

Communication skills

Tools

Microsoft 365

Excel

Teams

SharePoint

Outlook

PowerPoint

Jobbeschreibung

Upwork is seeking a highly organized, part-time Administrative Assistant to support a lean, fast-moving team in Vienna. You will handle calendars, documentation, and master data tasks onsite twice per week, ensuring orderly operations and accurate records.

The role requires strong organizational skills, attention to detail, and the ability to partner with cross-functional teams. German language is a plus, and you will help manage onboarding, supplier communications, and invoice processing.