Administrative Coordinator

Eba Clearing; Frankfurt; Hybrid; EUR 70,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Training budgets

Remote after 3 months

Wellbeing programs

Job summary

EBA CLEARING is seeking a proactive Workplace Experience Partner Specialist in Frankfurt to ensure smooth office operations and top-tier support for internal and external stakeholders. You will coordinate reception, security, travel logistics and meetings, while collaborating with HR, IT and Events to improve processes.

You will report to the Head of Corporate Services and be part of the Corporate Services team in Frankfurt, contributing to a high-quality, multilingual workplace experience in a

Qualifications

• Experience in office management or workplace services is required.
• Strong communication in English and German; additional languages are a plus.
• Proactive, organized and able to manage multiple priorities.

Responsibilities

• Coordinate reception and visitor management to ensure a professional experience.
• Support travel, accommodation, and transportation in line with policy.
• Plan and organise meetings/events including AV setup and catering.
• Provide first-level support for workplace tools and escalate to IT as needed.
• Collaborate with HR, IT and Events to improve processes and standards.

Skills

Office management

Facilities management

Event planning

Travel coordination

Communication skills

Multicultural collaboration

Education

2–3 years university studies in administration/business

Tools

MS Office

Outlook

Teams

Job description

EBA CLEARING is a provider of pan-European payment infrastructure solutions. Founded in 1998, the Company is owned by 48 of the major banks operating in Europe and based on a country-neutral governance model. The payment systems of EBA CLEARING are pan-European by design and desire: they are developed in close co-operation with the Company’s multinational user community and best-of-breed technology partners.

EBA CLEARING manages and operates the payment services EURO1, STEP2 and RT1. Both EURO1 and STEP2 have been classified as systemically important payment systems (SIPS) by the European Central Bank. The pan-European real-time payment platform RT1 went live in November 2017 and processes euro instant payments complying with the European Payments Council’s SEPA Instant Credit Transfer Scheme.

The position

We are looking for a proactive, experienced, and service-oriented professional to join our Corporate Services Team (Corporate Shared Services Unit (CSU) as an Workplace experience partner specialist

In this role, you will ensure the smooth running, coordination, and continuous improvement of office operations. You will act as a key point of contact for internal and external stakeholders and support the rest of the team in delivering a professional, efficient, and high-quality workplace experience.

The successful candidate will be part of the Corporate Services team in the Frankfurt office and report to the Head of Corporate Services.

Main responsibilities

Your tasks will include:

• Acting as a key point of contact for internal and external stakeholders, ensuring timely and high-quality communication
• Coordinating and overseeing reception and visitor management activities, ensuring a seamless and professional experience
• Monitoring external visitor access and ensuring security policies and processes are enforced and respected at all times, including access badge management and visitor logistics
• Supporting employees with booking accommodation and transportation in compliance with the Company’s travel policy
• Managing and coordinating travel-related logistics and administrative processes
• Providing administrative support, including preparing correspondence, handling mail and deliveries
• Coordinating, planning, and organising meetings and events end-to-end, including room preparation, AV setup (with the support of IT), and catering
• Providing first-level support for workplace tools (meeting rooms, Teams), escalating to IT when necessary
• Supporting internal and external visitors to ensure a high level of satisfaction
• Providing administrative support to management
• Be part of the contact list for the building’s security/tele-surveillance service and respond to alerts or incidents when required, including outside of normal working hours

In addition, you will:

• Contribute to the improvement and standardisation of office management processes and procedures
• Coordinate with internal teams (HR, IT, Events) and external service providers to ensure smooth operations
• Monitor service quality and proactively identify areas for improvement
• Support small projects related to workplace experience, office operations, and process optimisation

The profile

The successful candidate will:

• Have a level of education corresponding to at least 2–3 years of university studies in administration, business, or a related field
• Have a minimum of 4–6 years of relevant professional experience in office management, administration, or workplace services
• Have 2 years of experience in Facilities management
• Have strong experience in organising meetings, events, and business travel
• Have excellent spoken and written English and German; additional European languages are an asset
• Have strong IT skills (MS Office, Outlook, Teams)
• Be proactive, organised, and able to manage multiple priorities independently
• Demonstrate the ability to take ownership, anticipate needs, and improve processes
• Be detail-oriented while maintaining a clear view of overall priorities
• Be a strong team player with the ability to work independently
• Be customer-oriented and comfortable working in an international and multicultural environment

What we offer?

At EBA CLEARING, we develop ideas together, within and across teams and with our stakeholders, and we are ready to adapt whenever needed. The projects awaiting you will give you the opportunity to learn, excel and grow. Our people are our most valuable asset and we want to contribute to the wellbeing of our staff at work and beyond with:

• a competitive salary package
• attractive benefits package including a sports and cultural activities budget and meal tickets
• professional development opportunities including training budgets and internal mobility
• a flexible work environment including the option to work from home after 3 months seniority
• happy workplace initiatives including wellbeing workshops, social events, green initiatives, onboarding support and more

EBA CLEARING is committed to equal opportunity and diversity and inclusion, as we are convinced that our individual experiences and overall diversity are our key strength. All our recruitment decisions are based solely on the individual’s qualifications, skills and experience along with the job requirements.

EBA CLEARING ensures compliance with the principle of non-discrimination towards any person in the context of a recruitment procedure, access to an internship or an in-company training period in the different countries in which it recruits.

If you have any question regarding the interview process, please let our Talent Acquisition Specialist know.

We value authenticity in our recruitment process and are interested in getting to know you, your experience, your perspective and your voice. While AI tools can support preparation, we expect applications and interactions to reflect your own work and thinking.