Senior Administrative Specialist

Changan Europe; München; On-site; EUR 45,000 - 60,000; Full time

Job summary

Changan Europe is seeking an Administrative Supervisor to establish and manage its German office operations in Munich. You will oversee daily admin, reception, hospitality for visiting executives, and coordination with headquarters.

The role requires strong organizational and cross-cultural communication skills. The ideal candidate has 3+ years in German office administration, fluency in Chinese/German/English, and experience with travel logistics, meetings, and records management to ensure

Qualifications

• Bachelor-degree in Administration or related field is required.
• Minimum 3 years of relevant administrative experience in Germany preferred.
• Proficiency in Chinese, German and English, both written and spoken.
• Familiarity with German administrative practices and office operations.
• Strong experience in hospitality and executive support.

Responsibilities

• Lead establishment and daily management of administrative operations in Germany.
• Oversee office administration, supplies, facilities, and environment.
• Coordinate reception, hospitality for visiting management and HQ staff.
• Ensure professional reception standards reflecting corporate image.
• Coordinate travel arrangements, flights, hotels, and local transport.
• Arrange internal and external meetings, venues, catering, and materials.
• Manage documents and records, both physical and electronic.
• Coordinate company vehicles scheduling and maintenance."
• Support office safety management and compliance.
• Serve as liaison between Germany office and headquarters in China.
• Collaborate with European subsidiaries on regional activities and cross-subsidiary projects.

Skills

Bilingual Chinese/German/English

Office administration

Hospitality coordination

Organizational skills

Cross-department collaboration

Education

Bachelor's degree in Administration or related field

Tools

Microsoft Office

Job description

Changan Automobile, one of China’s leading automotive manufacturers, is accelerating its global expansion and strengthening its presence in Europe. We are currently seeking a highly competent Administrative Supervisor to join our office in Germany. This role will play a pivotal part in building and optimizing the company's administrative operations, ensuring smooth daily management, long-term operational efficiency, effective alignment with the headquarters, and seamless coordination across European Division subsidiaries.

Key Responsibilities:

• Lead the establishment and daily management of the company's administrative operations in Germany, including developing standardized processes and management guidelines.
• Manage daily office administration, including office supplies, facilities, utilities, equipment maintenance, and office environment.
• Take primary responsibility for business reception and hospitality arrangements, particularly for visiting management and colleagues from the headquarters, including reception planning, transportation, accommodation, meals, meeting arrangements, and other on-site support.
• Ensure professional and culturally appropriate reception standards, reflecting the company's corporate image and facilitating smooth communication between Chinese and German teams.
• Assist employees and visiting colleagues with travel arrangements, including flights, hotels, local transportation, and itinerary coordination.
• Coordinate internal and external meetings, including venue booking, meeting room setup, meeting materials, catering, and other logistical arrangements.
• Manage company documents and administrative records, both physical and electronic, ensuring proper filing and easy retrieval.
• Manage company vehicles, including scheduling, maintenance coordination, and expense tracking.
• Support office safety management, including regular safety checks and coordination of necessary safety measures.
• Act as the primary administrative liaison between the Germany office and headquarters in China, ensuring timely communication, smooth coordination, and implementation of headquarters’ administrative requirements.
• Coordinate administrative matters with other European subsidiaries and support regional activities and cross-subsidiary projects.

What We’re Looking For:

• Bachelor's degree or above in Administration, Business Administration, Management, or a related field.
• At least 3 years of relevant administrative experience in Germany; experience in office administration, business reception, hospitality, or executive support is preferred.
• Proficiency in Chinese, German, and English, both written and spoken.
• Familiarity with German administrative practices, relevant regulations, business processes, and daily office operations.
• Strong experience in business reception and hospitality, with the ability to coordinate accommodation, transportation, meals, meetings, and other arrangements for visiting management and business guests.
• Strong organizational, coordination, and problem-solving skills, particularly in cross-departmental and headquarters-subsidiary collaboration.
• Excellent communication and interpersonal skills, with the ability to work effectively with management, headquarters, employees, suppliers, and other European subsidiaries.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and common office and collaboration tools.