Office Administrator & Management Assistant

Carbomax is a leading company at the forefront of sustainability and environmental solutions, specializing in the activated carbon market. We provide high quality activated carbon products and services to global corporate clients, delivering solutions across a wide range of industries, including water treatment and purification, air filtration and purification, and food & beverage processes.

Our solutions play a vital role in ensuring safe drinking water, managing wastewater, maintaining industrial and commercial air quality, and enhancing the quality of food and beverages through processes such as sugar refining, oil purification, beverage clarification, and alcohol production. By effectively removing contaminants, odors, and impurities, we help clients achieve operational excellence while supporting environmental sustainability.

At Carbomax, our mission is to drive innovation, enhance operational efficiency, and contribute to global sustainability efforts. With cutting edge solutions, technical expertise, and an international perspective, we are committed to setting new industry standards and creating long term value for our clients worldwide.

As our business continues to grow, we are looking for a highly organized, proactive, and reliable Office Administrator & Management Assistant to support the CEO and Managing Director while taking responsibility for the smooth coordination of office operations, administrative processes, and daily business activities at our Frankfurt office. The successful candidate will act as a key link between management, internal teams, and external stakeholders, ensuring efficient communication, effective organization, and seamless execution of administrative and operational tasks.

Key Responsibilities

• Manage and coordinate the CEO's and Managing Director's calendars, appointments, meetings, and daily priorities.
• Act as the primary point of contact between management and internal/external stakeholders.
• Provide chauffeur services and transportation support for the CEO and senior management team.
• Attend meetings when required and provide Turkish–English–German interpretation and translation support, facilitating effective communication between management, clients, suppliers, and business partners.
• Manage general office administration, filing systems, document management, and office records.
• Coordinate overall office operations with the Finance, Sales and the related teams, including office supplies, service providers, facility-related matters, supplier invoice processing, verification and follow-up, as well as administrative expense management.
• Provide support in basic accounting and finance processes, including invoice tracking, payment follow-up, expense reporting, and coordination with external accounting service providers.
• Assist in administrative documentation, and management presentations.
• Coordinate communication with customers, suppliers, banks, government authorities, and external business partners.
• Provide driving support for the CEO and Managing Director when required, ensuring safe, punctual, and professional transportation for business meetings, client visits, airport transfers, and other corporate engagements.
• Anticipate executive needs, proactively identify priorities, and contribute to the continuous improvement of office operations.
• Provide operational support for executive meetings, company events, and business visits, including room preparation, document and material setup, logistical arrangements, and coordination of general office requirements.

Qualifications

• University degree in Business Administration, Economics, Office Management, Languages, or a related field, with relevant professional experience in office administration, executive support, or a similar role.
• Minimum of 5 years of experience in a comparable position, with strong skills in administrative coordination, management support, and daily office operations
• Excellent communication skills in Turkish, English, and German, including strong translation and interpretation abilities in a professional business environment.
• Solid knowledge of office administration, basic accounting and finance processes, invoice management, expense tracking, and coordination with internal and external stakeholders.
• Advanced proficiency in Microsoft Office applications (especially Outlook, Excel, Word, and PowerPoint), with strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively.
• High level of professionalism, integrity, confidentiality, and discretion, with a proactive, flexible, solution-oriented mindset; valid Class B driver's license and willingness to provide executive transportation and travel domestically and internationally when required.
• Flexibility to work across different time zones and adapt working hours according to global business requirements.