Office Manager / Office Managerin / Assistenz der Geschäftsleitung

Y-Axis; Berlin; Hybrid; EUR 25,000 - 31,000; Full time

Job summary

Houle is seeking a detail-oriented Administrative Coordinator to manage security clearance processes. The role is based in Burnaby, BC, initially 100% onsite and then transitioning to a hybrid work model.

You will guide employees on clearance requirements, monitor expirations for renewal, and control client-site access while ensuring confidentiality and efficiency. The ideal candidate will have experience in administration, the ability to learn quickly, and strong communication skills, with

Qualifications

• Previous experience in an administrative role.
• ACSO role and access to Government of Canada Secret clearance requirements.
• Exceptional organizational skills and strong attention to detail.
• Proven ability to manage high-volume, repetitive processes with accuracy.
• A quick learner who can adapt to new systems and processes with ease.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel).
• Excellent problem-solving skills and the ability to work independently.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• A high level of discretion and ability to maintain confidentiality.

Responsibilities

• Manage a high volume of security clearance requests across the organization using government portals and third-party systems.
• Develop and maintain work instructions for internal clearance processes.
• Accurately maintain and update tracking spreadsheets in Excel.
• Maintain clearance records within the HRIS, ensuring data integrity and confidentiality.
• Prepare employment verification letters in a timely manner.
• Handle multiple administrative priorities while maintaining strong attention to detail.
• Take ownership of processes and continuously look for ways to improve efficiency.
• Perform additional administrative duties as required.

Skills

Attention to detail

High-volume processes

Independent work

Quick learner

Strong organizational skills

Discretion/confidentiality

Tools

Microsoft Office

HRIS

Job description

Berlin, Berlin, Germany - Full Time

Start Date

Immediate

Expiry Date

17 Nov, 26

45000.0

Posted On

26 Sep, 26

Experience

6 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

No

Skills

Description

About This Role

We are seeking a detail-oriented and highly organized Administrative Coordinator who thrives in a fast-paced, high-volume environment to manage the security clearance processes for Houle. The position is based in Burnaby, BC and will be 100% onsite to start and then a hybrid work model.

The Administrative Coordinator is responsible for supporting employees by providing clear guidance on government clearance requirements, monitoring expired clearances for renewal, and managing security access for client sites. The successful candidate will combine strong organizational skills with the ability to learn quickly, communicate effectively, and ensure a seamless, efficient experience for employees.

Your Responsibilities

• Manage a high volume of security clearance requests across the organization using government portals and third‑party systems
• Develop and maintain work instructions for internal clearance processes
• Accurately maintain and update tracking spreadsheets in Excel
• Maintain clearance records within the HRIS, ensuring data integrity and confidentiality
• Prepare employment verification letters in a timely manner
• Handle multiple administrative priorities while maintaining strong attention to detail
• Take ownership of processes and continuously look for ways to improve efficiency
• Perform additional administrative duties as required

Your Experience And Skills

• Previous experience in an administrative role, with a clear interest in building a long‑term career in administration
• This role will be acting as an alternate company security officer (ACSO). The successful candidate must meet the requirements to obtain Government of Canada Secret clearance.
• Exceptional organizational skills and strong attention to detail
• Proven ability to manage high‑volume, repetitive processes with accuracy and consistency
• A quick learner who can adapt to new systems and processes with ease
• Strong proficiency in Microsoft Office (Outlook, Word, Excel)
• Excellent problem‑solving skills and the ability to work independently
• Ability to prioritize and manage multiple tasks in a fast‑paced environment
• A high level of discretion and ability to maintain confidentiality

Responsibilities

About This Role

We are seeking a detail-oriented and highly organized Administrative Coordinator who thrives in a fast‑paced, high‑volume environment to manage the security clearance processes for Houle. The position is based in Burnaby, BC and will be 100% onsite to start and then a hybrid work model.

The Administrative Coordinator is responsible for supporting employees by providing clear guidance on government clearance requirements, monitoring expired clearances for renewal, and managing security access for client sites. The successful candidate will combine strong organizational skills with the ability to learn quickly, communicate effectively, and ensure a seamless, efficient experience for employees.

Your Responsibilities

• Manage a high volume of security clearance requests across the organization using government portals and third‑party systems
• Develop and maintain work instructions for internal clearance processes
• Accurately maintain and update tracking spreadsheets in Excel
• Maintain clearance records within the HRIS, ensuring data integrity and confidentiality
• Prepare employment verification letters in a timely manner
• Handle multiple administrative priorities while maintaining strong attention to detail
• Take ownership of processes and continuously look for ways to improve efficiency
• Perform additional administrative duties as required

Your Experience And Skills

• Previous experience in an administrative role, with a clear interest in building a long‑term career in administration
• This role will be acting as an alternate company security officer (ACSO). The successful candidate must meet the requirements to obtain Government of Canada Secret clearance.
• Exceptional organizational skills and strong attention to detail
• Proven ability to manage high‑volume, repetitive processes with accuracy and consistency
• A quick learner who can adapt to new systems and processes with ease
• Strong proficiency in Microsoft Office (Outlook, Word, Excel)
• Excellent problem‑solving skills and the ability to work independently
• Ability to prioritize and manage multiple tasks in a fast‑paced environment
• A high level of discretion and ability to maintain confidentiality