Business Operations & Marketing Support

About the Role

Cipla Germany is seeking a proactive and organized office administrator and marketing support to execute the day-to-day operations of the Germany office. The role will be responsible for coordinating administrative activities, supporting invoice processing, organizing travel and meetings, maintaining office documentation, and ensuring smooth office operations.

This position is ideal for a junior professional looking to develop a career in office administration within a dynamic international organization.

Key Responsibilities

Office Administration

· Support the daily administration and smooth functioning of the Germany office.

· Maintain and organize office documents, records, and filing systems.

· Coordinate office supplies and place orders when required.

· Liaise with facility management, suppliers, and service providers for office-related matters.

· Support employee onboarding logistics, including workstation and office access arrangements.

· Handle incoming mail, courier services, and general office correspondence.

Invoice Administration

· Collect and review supplier invoices and supporting documentation.

· Track invoice approvals and follow up with stakeholders when required.

· Maintain invoice trackers and administrative records.

· Coordinate with finance teams to ensure timely processing of invoices.

· Maintain organized records of contracts, purchase orders, and vendor documentation.

Travel & Expense Coordination

· Assist employees with travel bookings, including flights, hotels, and transportation.

· Prepare travel itineraries and provide travel information to employees.

· Help employees compile expense claim documentation.

· Track travel and expense submissions and follow up on pending items.

Meeting & Event Coordination

· Schedule meetings and manage meeting room bookings.

· Coordinate meeting logistics, catering, and visitor arrangements.

· Support the organization of team meetings, workshops, and company events.

· Assist with agenda preparation, attendance tracking, and meeting follow-ups.

· Coordinate visits from regional and international colleagues.

Fleet Administration Support

· Maintain fleet-related records and documentation.

· Support vehicle lease, insurance, and maintenance administration.

· Coordinate appointments for vehicle servicing and inspections.

· Liaise with leasing companies and service providers as needed.

General Administrative Support

· Provide day-to-day administrative support to the regional management team.

· Assist with preparing presentations, reports, and administrative documentation.

· Support special projects and operational initiatives as assigned.

· Ensure accurate record keeping and document management.

· Maintain confidentiality when handling company information.

Marketing Support

• Assist in executing marketing activities aligned with business & marketing team, while collaborating with internal teams.
• Help ensure marketing initiatives are locally delivered.

Qualifications

Education

· Bachelor's degree, vocational qualification, or equivalent training in Business Administration, Office Management, or a related field.

Experience

· 1-3 years of experience in an administrative, office support, or coordinator role.

· Experience working with Microsoft Office applications.

· Previous experience in a multinational environment is an advantage but not mandatory.

Skills & Competencies

· Strong organizational and planning skills.

· Good communication and interpersonal skills.

· Attention to detail and accuracy.

· Ability to manage multiple tasks and deadlines.

· Proactive and service-oriented mindset.

· Good working knowledge of Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

· Fluency in German and English (written and spoken).