Office Coordinator

Arvato Bertelsmann; Iowa; On-site; USD 32,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Dental & Vision insurance

Life Insurance

Disability pay

401(k) with company match

Paid Time Off

Tuition reimbursement

Commuter benefits

Employee assistance program

Job summary

Arvato Bertelsmann is seeking an organized Office Administrator to support the operations team and keep the office running smoothly. The role requires 2+ years of experience and a proactive, detail-focused mindset in a fast-paced environment.

You will handle day-to-day admin tasks, manage records, assist with invoicing, and coordinate team travel while collaborating with multiple departments across our Iowa operations. Proficiency in MS Office and SharePoint is expected.

Qualifications

• Proven experience as an office administrator, ideally 2+ years in an office assistant or relevant role.
• Excellent organizational skills and strong attention to detail.
• Ability to work under pressure and meet strict deadlines.
• Fluent English communication and interpersonal abilities.

Responsibilities

• Provide day-to-day administrative support to Management & Team (Technical Services, Planning, Data Centre Installers).
• Create, update and maintain paperwork, records and databases.
• Manage post, invoices and high-priority documentation.
• Coordinate travel arrangements (flights, hotels, etc.).
• Liaise with Planning, HR & Recruitment, Business Operations and other departments.
• Process invoicing and quotations accurately.
• Take meeting minutes and distribute actions.
• Track inventory such as uniforms and consumables.

Skills

MS Word

MS Excel

PowerPoint

MS Office

Tools

SAP

SharePoint

General Office Software

Job description

Company Description

Arvato is an innovative and leading global 3PL service provider in supply chain management and e-commerce. With 20,000 team members at over 100 locations, we focus on the Consumer Products, Tech, Healthcare, Automotive and Publisher industries.

You will work in an environment built on collaboration, respect, commitment and curiosity, where you can grow, contribute your ideas, and make an impact. Be part of the team that delivers logistics excellence and shapes supply chains globally. Working at Arvato means: Together, we're on it.

Job Description

This role is for a highly organised Office Administrator for our operations department. You will be responsible for providing administrative support to the operations team and ensuring the office is running smoothly. The candidate should have a minimum of 2+ years of experience.

YOUR TASKS

• Providing day-to-day administrative support to Management & Team (Technical Services, Planning, Data Centre Installers etc.)
• Create, update and maintain paperwork, records and databases.
• Management of post, invoices and any other high-priority documentation.
• Liaising with all departments in the business including but not limited to; Planning Team, Hr & Recruitment, Business Operations.
• Processing of invoicing and quotations
• Booking team travel arrangements (flights, hotels, etc.)
• Other Ad hoc and administrative duties as required.
• Inventory Tracking (Uniforms, Consumables)
• Taking meeting minutes.

Qualifications

• Proven experience as an office administrator, ideally for 2+ years in an office assistant or relevant role.
• Ability to be flexible in respect of work standards and demands. Capable of working under pressure at times and to strict deadlines.
• Ability to complete tasks and willingness to learn.
• Resilient and able to deal with changing priorities.
• Excellent organizational skills and strong attention to detail.
• Outstanding communication and interpersonal abilities.
• Ability to communicate fluently in English.
• Time management skills with the competence to manage multiple priorities at once.
• Proficient with MS Office skills.
• Self-motivated with the ability to work independently and as part of a team.
• Ability to prioritise multiple tasks and work to strict deadlines in a fast-paced environment.
• Experience with MS SharePoint in a corporate environment.
• Previous experience with ISO9001:2015 and/or other quality management approaches.
• Project Management.
• Experience with roster management and submitting payroll hours.
• Prior experience with SAP is preferred but not required (GP7, JP5)
• Microsoft Office (Word, Excel, PowerPoint, Power BI)
• Comfortable working alone in the office for extended periods while maintaining productivity, professionalism, and responsiveness.

Additional Information

• Medical, Dental, Vision, Life Insurance, and Disability Pay.
• 401(k) with company matching up to 6%.
• Paid Time Off, including paid holidays.
• Flexible Spending Accounts.
• Voluntary benefits such as legal and financial assistance, pet insurance, and more.
• Employee Assistance Program.
• Ongoing employee development opportunities including tuition reimbursement, scholarships, and training.
• Commuter benefits.
• Employee engagement activities.

Disclosure requirements pertaining to the collection of your personal data

Responsible for processing the information provided in your application is the company specified in the job advertisement, with its registered office as indicated. The company processes your data for the purpose of establishing an employment relationship on the basis of Art. 6 (1) b GDPR / Section 26 (1) sentence 1 BDSG.

The retention period for your data is determined by the statutory time limits applicable in the respective country, beginning upon completion of the recruitment process. You can find these here (https://bertelsmann-hr.de/docs/Overview\_of\_Data\_Retention\_Periods\_EN.pdf).

You can contact the company's Data Protection Officer at the above-mentioned postal address.

Further information on data protection and your rights can be found here (https://jobsearch.createyourowncareer.com/content/Privacy-Policy/?locale=en_US).

We strive to be an equitable and inclusive workplace for our employees and value their diverse perspectives, which contribute to the diversity of our company.

We welcome applications from people who enrich our company with their identity, background and personal experience.