Office Operations Assistant

We are currently expanding our international team and seeking an Office & Operations Assistant to serve as the backbone of our operational business design administrative processes efficiently and support the team in implementing technical projects.

Tasks

ADMINISTRATIVE DUTIES & OFFICE ASSISTANCE

General Office Administration: Responsible for managing office supplies monitoring office equipment and technology and maintaining the work environment.
Document Management: Handling and archiving documents including processing incoming invoices and forwarding them to the accounting and tax office. Digitizing documents and uploading them to relevant systems.
Invoice Processing and Payment Management: Processing all incoming invoices reviewing uploading and forwarding them to the tax office for payment. Reconciling invoices with bank statements and verifying daily bank transactions.
Travel Planning and Booking: Organizing and booking business trips for the team managing travel accounting and controlling associated costs.
Mail Processing: Managing daily incoming mail (physical and electronic) scanning and forwarding relevant documents to accounting.
Office Organization and Purchasing: Organizing office repairs and technical updates ordering office supplies and ensuring cost efficiency through price comparisons for services like internet and cleaning.
Event Management & Team Building: Organizing team events and incentives to promote team spirit. Purchasing and distributing birthday gifts welcome gifts and onboarding boxes for new employees.

FINANCES & HR ASSISTANCE

Wage and Salary Preparation: Working closely with tax advisors and external providers to prepare payrolls administer employment contracts handle termination processes and manage changes.
HR Support: Assisting the HR team in creating job advertisements contracts and scheduling interviews.
Onboarding & Offboarding: Managing the entire onboarding process from ordering hardware to integrating new employees into the team. Coordinating the offboarding process when employees leave.
Exchange with the Tax Advisor & External Providers: Maintaining constant communication with legal and tax advisors to ensure compliance with labor law and tax regulations. Managing contracts and legal documents in collaboration with external service providers.

OPERATIONAL SUPPORT & TOOL IMPLEMENTATION

Technical Affinity & Process Optimization: Supporting the implementation and management of digital tools (Trello Airtable Confluence etc.) to increase administrative and operational efficiency. Ensuring smooth system operation and providing training when required.
Data Maintenance & Monitoring: Maintaining and updating critical lists including managing employee hardware passwords parking passes licenses and phones.
Project Support: Collaborating on internal projects for process optimization and automation of administrative processes. Assisting the operations team in managing technical systems and developing efficient workflows.
Interface with Other Teams: Working closely with other departments to ensure seamless operational and administrative processes. Supporting the implementation of new tools and systems to facilitate team work.

Requirements

• At least 3 years of professional experience in office management operations management or a similar administrative role. Experience in handling HR and financial processes is an advantage.
• Strong organizational skills to manage multiple projects prioritize tasks and meet deadlines.
• Excellent communication skills for interacting with internal teams external service providers and partners.
• Experience with digital tools such as Trello Airtable and Confluence and the ability to quickly learn new tools. Understanding of process optimization and automation is desirable.
• Attention to detail especially when managing invoices documents and expense reports.
• Basic knowledge of human resources management (onboarding contract management) and financial accounting.
• Fluent spoken and written German and English skills.

Benefits

• Health and retirement benefits: We offer attractive social benefits to secure your health and financial future.
• Flexible working arrangements: You have the option to work in a hybrid model with flexible working hours.
• Team events and training: We organize regular team events and training courses to help you continually improve your skills.
• Office perks: Enjoy free snacks drinks coffee and tea for a pleasant everyday work experience.
• Career opportunities: We provide diverse development opportunities in a growing and dynamic company.
• Worklife balance: Youll have 29 days of annual leave plus public holidays.

You work in a growing and exciting industry with major brands and great people. We maintain an open culture of communication at all levels and offer continuous training. We regularly organize fantastic afterwork events. If you have organizational talent a technical affinity and enjoy working in a dynamic environment we look forward to receiving your application!