Office Coordinator (Part Time)

OSI Maritime Systems; Kiel; Vor Ort; EUR 30.000 - 42.000; Vollzeit

Zusammenfassung

OSI Maritime Systems is seeking an Office Coordinator to provide front-desk reception, facilities management and general administrative support in Kiel, Germany. You will greet clients, manage catering, supplies, and onboarding logistics, and collaborate with Finance and IT on office operations.

The role requires native German, at least C1 English, and 2–3 years of office experience, with strong organizational and communication skills.

Qualifikationen

• Education: Some post-secondary education in office services - Bürokaufmann/frau or similar.
• Native German with C1 English proficiency.
• 2-3 years minimum in an office environment.
• Strong attention to detail and interpersonal and telephone abilities; excellent written and verbal communication.
• Ability to handle confidential and sensitive information; highly organized and able to multitask.

Aufgaben

• Greet clients, visitors and colleagues.
• Assist with facilities tasks and office moves as needed.
• Process and submit monthly expenses for approval.
• Support German entity invoicing and accounts payable processes.
• Order supplies and manage catering and office equipment.
• Coordinate staff mobile phones contracts and general office admin duties.
• Respond to general inquiries and manage receptionist duties.

Kenntnisse

Attention to detail

Interpersonal skills

Telephone skills

MS Office

Multitasking

Ausbildung

Office services education (Bürokaufmann/frau)

Tools

MS Office

Jobbeschreibung

Who are we?

At OSI Maritime Systems, we pride ourselves on delivering world-class navigation and bridge systems. With decades of experience serving military customers, we remain at the forefront of innovation in the maritime industry. Our collaborative and dynamic environment ensures every team member contributes to advancing marine safety and operational excellence. With a global presence, we are proud to have offices in Canada, UK, Taiwan, Australia and Germany.

Mission

The Office Coordinator provides general facilities and administrative support, aiding in the efficient day-to-day operation of the team and the achievement of business goals.

Responsibilities

Reporting directly to the Office Manager (UK), you will be responsible for providing a high level of support in a busy business environment indicated below with equal priority:

• Meets and greets clients, customers and visitors.
• Manages the Parking Lot agreements with the landlord.
• Compiles & submits for approval Monthly Concur Facilities/Shared Services Credit Card expenses for accounting within 1 week of receiving statements from accounting (approximately 28th day of each Month).
• Supports the invoice management for the German Entity according to the agreed process with Finance and Accounts Payable.
• Order local courier services.
• Assists with new hire onboarding re: washroom locations, Vehicle data collection and providing Facilities tours, and other location specific tasks.
• Manage all catering requests & follow-up with initiator so requests are in approved status prior to ordering / delivery / distribution / clean-up of requested catering.
• Maintains inventory levels and orders supplies (this includes office supplies, office equipment; and tracks this against Concur). Takes care of audio/video conference equipment in meeting rooms. Collaborates with local IT on related technical issues.
• Act as receptionist; responds to incoming calls on the general business number as needed.
• Provide administrative support and respond to general inquiries and requests for information.
• Under the direction of the Office Manager, assists with office moves, layouts and desk setups for new hires, contacts building maintenance when required.
• Assist staff in minor office moves or shared resource relocations.
• Assume all responsibility in managing all Catering supplies.
• Lead on all janitorial supplies ordering & verifying.
• Ordering staff Business Cards.
• Coordinate service delivery of Coffee, Teas, fruit, Milks (scope as agreed separately) & report any equipment failure issues in kitchens.
• Maintain & update new hires Name plates
• Coordinate the ordering and maintenance of contracts of employee mobile phones (where eligible)
• Printer repairs, cartridge & toner replacements. Old Toners & containers recycling.
• General office duties including whiteboards & tasked by your supervisor.

Qualifications

• Education: Some post-secondary education in office services - Bürokaufmann/frau or similar
• Native proficiency in German, and a minimum of C1 proficiency in English
• Experience: 2-3 years minimum working in an office environment
• Skills: Strong attention to detail, Excellent interpersonal and telephone abilities; excellent written and verbal communication; Intermediate to advanced Word and Excel; detail oriented; excellent judgement, time management and follow through
• Ability to handle confidential and sensitive information
• Highly organized with the ability to multitask and meet deadlines
• Required to deal with frequent interruptions and multiple deliverables
• Strong interpersonal skills and the ability to work with employees and visitors at all levels
• Ability to represent oneself in a professional manner in all dealings
• Knowledge of standard office equipment including telephone systems, photocopiers and fax machines
• May require lifting of supplies and materials, moving of desks and other general office labor
• Must be eligible to hold security clearance

Why work for OSI?

• Collaborative Culture: Work with a talented and supportive team that values innovation and teamwork.
• Diversity, Equity, and Inclusion: OSI is committed to fostering a workplace where everyone feels respected, valued, and empowered to contribute their best.
• Growth Opportunities: We invest in our employees' professional development and career growth with an annual employee driven development program.
• Competitive Benefits: Enjoy health, dental, RSP, vacation and a healthy work-life balance environment!

If you need accommodations during the hiring process, please contact Talent Acquisition.