Office Coordinator (Part Time)

OSI Maritime Systems Ltd.; Kiel; Hybrid; EUR 32.000 - 45.000; Vollzeit

Zusammenfassung

OSI Maritime Systems Ltd. in Kiel seeks a competent Office Coordinator to provide facilities and administrative support in a busy office. You will greet visitors, manage catering and supplies, assist with onboarding, and support invoicing for the German entity.

The role requires German (native) and English (C1), strong organization, and discretion. As part of a collaborative team, you will coordinate with IT and facilities, handle calls, and assist with office moves and equipment maintenance,

Qualifikationen

• Native German with C1 level English.
• 2–3 years minimum working in an office environment.
• Ability to handle confidential and sensitive information.
• Highly organized with multitasking and ability to meet deadlines.
• Strong interpersonal and telephone abilities; excellent written and verbal communication.

Aufgaben

• Greets clients, customers and visitors.
• Manages parking lot agreements with the landlord.
• Submits monthly Concur Facilities/Shared Services expenses for approval.
• Supports invoicing for the German entity per Finance processes.
• Assists with onboarding, tours and location-specific tasks.
• Manages catering requests and coordinates delivery and cleanup.
• Maintains office supplies and equipment; coordinates IT and audio/video needs.
• Acts as receptionist and responds to general inquiries.
• Assists with office moves, layouts and desk setups for new hires.
• Oversees catering supplies and janitorial ordering.
• Coordinates mobile phone contracts and related devices.
• Repairs printers and manages toner recycling.
• Performs general office duties as tasked by supervisor.

Kenntnisse

German (native)

English (C1)

Office experience

Attention to detail

Interpersonal skills

Discretion with confidential info

Tools

Microsoft Word

Microsoft Excel

Jobbeschreibung

Posted Thursday, September 3, 2026 at 1:00 a.m.

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 within1 week of receiving statements from accounting (approximately 28 th day of each Month).
• Supports the invoice management for the German Entity according to the agreed process with Finance and Accounts Payable.
• 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

• 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.