Support Office & Contract Administration Assistant

Serco GmbH has established itself as a strong service provider in the German market, delivering high-quality engineering, technical, and management services across various sectors. From its strategic position in Darmstadt, Serco supports critical operations for space, satellite, and technology projects, providing expertise in ground systems management, data processing, and mission logistics. Serco’s comprehensive service portfolio, backed by decades of experience, ensures operational excellence and efficiency, making it a trusted partner for both commercial and governmental clients in Germany. This strong foundation allows Serco GmbH to drive innovation and deliver value across the industry.

We’re looking for a Support Office & Contract Administration Assistant to reinforce the team in our Germany office!

We look forward to meeting you!

Main Responsibilities

As Support Office & Contract Administration Assistant, you will be responsible for:

1. Reporting to the German Contract Director, the appointed candidate will undertake the following:
2. Contract administration: Preparation of financial data for customers, processing 'Confirmations & Invoices' in the customer's SAP system, preparation/consolidation and tracking of customer documents such as financial reports, minutes of meetings, timesheets, etc. Management and processing of timesheets, managing and coordinating customer RfOs, tracking and follow-up on governance requirements (leave booking, Serco Essentials training, training plan), BERs, overtime request handling.
3. Invoice preparation and handling: Preparation of sales invoices (using SOUT) and credit memos (in SAP), sending sales invoices to customers, supporting RTR during month-end unbilled revenue preparations.
4. Bid support: populating job specifications for recruitment, etc.
5. General support of daily contract management activities in Germany.
6. General office communication and company representation.
7. Organisation and administration of the reception area and office, including purchase management.
8. Reception and care of guests and customers.
9. Purchase management: quality assessments, expense tracking and reporting, raising purchase orders for stationery and hardware.
10. Ordering and administration of mobile phones.
11. Administration of company cars.
12. Handling and logging incoming and outgoing correspondence, such as post, invoices, delivery notes.
13. Uploading documents to Docusign.

Successful Candidate

Do you believe you are the candidate we are looking for? Here are the experiences and skills you should possess:

• A proactive person with excellent organizational skills, meticulous attention to detail, and a hands-on mentality.
• Good team player, especially working with the German management team.
• Excellent communication skills.
• Computer literacy with strong MS Excel and Word (Microsoft 365) skills.
• Experience with SAP is a plus, along with a good understanding of company finance and commercial activities.
• Fluency in German and English is essential.
• A solid educational background with proven experience in an administrative assistant or similar role.
• Some financial/business understanding and appropriate IT skills, with the ability to learn quickly and process new information efficiently.

What We Offer

• Relocation support for EU passport holders planning to move to Germany, including a one-way flight ticket, transportation, and one month in a hotel while securing permanent housing.
• Participation in pension and health schemes.