Office Coordinator (Part Time)

Osimaritime; Kiel; Vor Ort; EUR 32.000 - 42.000; Vollzeit

Zusammenfassung

Osimaritime in Kiel seeks an Office Coordinator to support daily operations, greet clients, manage facilities, and coordinate administrative tasks across a busy office.

You will handle invoices for the German entity, maintain supplies, assist with onboarding, and liaise with IT and facility vendors to keep the office running smoothly.

Qualifikationen

• Native German with high-level English (C1) required.
• 2-3 years minimum in a busy office environment.
• Strong organization, communication and multitasking abilities.
• Experience with invoicing, procurement and onboarding is a plus.
• Ability to handle confidential information and maintain records.

Aufgaben

• Meets and greets clients, customers and visitors.
• Manages parking lot agreements with the landlord.
• Compiles and submits monthly Concur expenses for approval.
• Supports invoice management for the German entity with Finance.
• Orders local courier services and oversees catering and supplies.
• Assists with onboarding and office moves and desk setups.
• Maintains inventory and coordinates IT-related issues with local staff.
• Acts as receptionist and responds to general inquiries.

Kenntnisse

Native German

English C1

Office coordination

Customer service

Multitasking

Attention to detail

Ausbildung

Post-secondary education in office services

Tools

MS Office

Printer & copier skills

Jobbeschreibung

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 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