Office Administrator

A Japanese IT company is seeking an Office Administrator to join their Düsseldorf office. In this role, you will be responsible for ensuring the smooth-running of the office, supporting colleagues to maintain optimal productivity and efficiency.

The ideal candidate will have excellent organisational skills, strong communication abilities, and proficiency in MS Office.

Main Responsibilities:

• General office administration and correspondence management
• Manage and distribute information across the office and other group companies
• Receive and look after visitors, answer phone calls, and support daily operations
• Coordinate office activities to ensure efficiency and compliance with company policies
• Conduct all tasks related to sending/receiving parcels and special delivery mail
• Arrange logistics and courier services on behalf of co-workers
• Manage mobile phones, related contracts, and company vehicle arrangements including insurance renewals
• Conduct stock checks, replenish supplies, and order business cards for staff
• Maintain company records (staff, telephone, key lists, etc.) and office equipment
• Manage travel arrangements for upper management and support new starter processes
• Prepare timely reports and presentations as assigned
• Assist in planning and arranging events and liaise with directors on ad hoc requests
• Maintain regular communication with building management and landlords
• Act as first aider, fire warden, and evacuation helper
• Handle administrative tasks related to corporate insurance including documentation, contract updates, and claims support

Ideal Candidate:

• At least 2 years of experience in an office administration role
• Highly motivated, proactive, and calm under pressure
• Strong planning, organisational, and multitasking skills
• Excellent communication and interpersonal abilities
• Professional telephone and business manners
• Strong IT skills; proficient in MS Office (Word, Excel, PowerPoint)
• Business-level fluency in both English and German
• Japanese language skills beneficial; understanding of Japanese culture essential
• Ability to maintain confidentiality and work confidently with all levels of management and suppliers

Benefits: Transportation allowance available, Bonus scheme available. Work type: full-time, working hours: 8:30 – 17:00, salary: €40-45k per annum, start: Mid-October (negotiable), location: Düsseldorf, Germany.

Please note that all applicants must have the right to work in the country as the company is not able to offer visa support.