About this role
Reports To HR & Administration Manager Job Purpose / Summary The Administrative Specialist is responsible for ensuring smooth and efficient day-to-day operations of the office. This role supports managers and employees through a variety of organizational and communication tasks, acting as a central point for internal and external coordination. Key Responsibilities - Oversee daily office operations, including reception duties, mail handling, and supply management. - Coordinate and organize meetings, appointments, travel arrangements, and company events. - Maintain and update company records, files, and databases. - Support HR with onboarding of new employees (e.g., preparing workstations, access cards etc.). - Liaise with vendors and service providers (office equipment, cleaning, maintenance, couriers). - Prepare reports, presentations, and correspondence as required. - Ensure compliance with health, safety, and security procedures in the office. - Support other departments with administrative tasks when needed. - Serve as the primary point of contact for internal and external communication and coordination, ensuring information flows smoothly across teams and stakeholders. - Identify, evaluate, and arrange suitable office spaces and handle related administrative tasks (e.g., lease negotiations, facility setup, and relocation coordination). Qualifications & Requirements - Bachelor’s degree in Business Administration, Management, or a related field (preferred). - Fluent in English, German and Chinese. - 2+ years of experience in office administration or a similar role. - Proficiency in MS Office (Word, Excel, PowerPoint, Outlook). - Strong organizational and multitasking skills. - Excellent communication and interpersonal abilities. - High level of professionalism and confidentiality. - Ability to work independently and collaboratively. Key Competencies - Organization & Time Management – Ability to manage multiple priorities effectively. - Communication – Clear, professional, and proactive communication skills (written and verbal). - Problem Solving – Proactive in identifying issues and suggesting solutions. - Attention to Detail – Ensures accuracy in work and documentation. - Stakeholder Coordination – Builds positive relationships with internal teams and external partners. Working Conditions - Full-time position based in [Frankfurt am Main / Germany ]. - Standard office hours [e.g., Monday to Friday, 9:00–18:00]. - Occasional overtime for events or urgent tasks may be required. - On-site work is required. Ergänzende Informationen: Anforderungen an den Bewerber: Grundkenntnisse: Einkaufsorganisation, -management, Web-Administration, Büroorganisation, Büromanagement Erweiterte Kenntnisse: Microsoft Office