Office & Administration Coordinator Hamburg (m/f/d)

TN Germany; Hamburg; Vor Ort; EUR 40.000 - 55.000; Vollzeit

Zusammenfassung

A leading company is seeking an Office & Administration Coordinator in Hamburg. This role ensures efficient office operations, manages site hospitality, coordinates communication activities, and provides administrative support to the leadership team. The ideal candidate will enhance employee engagement and oversee office infrastructure improvements.

Aufgaben

• Manage site hospitality and ensure a welcoming environment for visitors.
• Coordinate communication activities and employee engagement plans.
• Oversee office infrastructure and improve office services.
• Plan and schedule meetings and events for the office.
• Provide administrative support to the regional leadership team.

Jobbeschreibung

Job Description:

Job Summary:

The position of Office & Administration Coordinator Hamburg is responsible for ensuring efficient operation of the Hamburg office site, including the coordination of office infrastructure, services, facilities, on-site event and meeting coordination, canteen management, and internal and external site communications. This role will also provide some administrative support to the EMEA leadership team as required.

Responsibilities:

1. Site Hospitality Management: Create a welcoming and inclusive environment for employees and visitors, ensuring a positive experience from their arrival. Support site visitors and customers with logistics, accommodation, food, and beverages to ensure an overall positive on-site experience. Act as a first point of contact for all site inquiries and provide guidance to ensure visitors feel comfortable and supported. Manage the on-site canteen and associated staff, including the relationship with the caterer, with a focus on digitization and automation of canteen processes. Manage laundry of rental uniforms, including relationship with the laundry, and drive improvement projects such as digital ordering systems and pool laundry systems to minimize administrative burden.
2. Site Engagement and Communication: Coordinate communication activities of Ingredion Germany, including translations into German, in cooperation with the EMEA Communications Manager and local site leadership. Create and communicate annual plans for site activities to increase employee engagement across functions, aligned with the “Make Life Better” purpose. Support regional management in preparing internal and external communications, including content and design.
3. Office Infrastructure Management: Coordinate, implement, and improve office services, facilities, and procedures to maintain and enhance organizational effectiveness and safety. Oversee office refurbishment activities, ensuring projects stay on time and within budget. Ensure confidentiality and accuracy of all office-related documents and explore automation opportunities. Coordinate with other administrative staff for smooth operations and collaborate with other Ingredion sites where applicable.
4. Event and Meeting Coordination: Plan and schedule meetings, conferences, and workshops, managing all logistics. Support the organization of company events, including venue selection, catering, and logistics. Work with regional Procurement to manage preferred hotel and conference venues, ensuring cost efficiency. Track follow-up actions and communicate updates to the team.
5. Administrative Support to Regional Leadership Team: Provide administrative support such as scheduling, travel arrangements, and expense management. Coordinate and facilitate monthly regional leadership meetings, including travel logistics, agenda preparation, and catering.

Relocation Available: No

We are an equal opportunity employer and value diversity. We do not discriminate based on race, color, religion, age, national origin, gender, gender identity, sexual orientation, pregnancy, marital status, veteran or military status, or disability.