Office Coordinator (M/F/D)

Job Description

Fluence (Nasdaq: FLNC) is a global market leader delivering intelligent energy storage and optimization software for renewables and storage.

The Office Coordinator role, based in Erlangen, will support daily office operations, facilities coordination, business support, and local EHS responsibilities.

The position requires 24‑32 hours per week, with in‑person presence at least four days a week.

Role Summary

The Office Coordinator ensures smooth day‑to‑day office operations. This role combines office management, business support, facilities coordination, and local EHS support.

Key Responsibilities

• Office Management
• Manage daily office operations to maintain a professional, efficient, and welcoming working environment.
• Oversee procurement and inventory of office supplies, furniture, and equipment.
• Ensure office cleanliness, organization, and overall appearance.
• Serve as the first point of contact for visitors, deliveries, and general office inquiries.
• Support office moves, space planning, and desk allocation as required.
• Environment, Health & Safety (EHS) & Emergency Response
• Provide local operational EHS support and coordinate crisis/emergency planning.
• Act as the Emergency Response contact, coordinating local response and communication during incidents or evacuations.
• Schedule and coordinate evacuation drills, document performance, and follow up on improvement actions.
• Support implementation of EHS policies, procedures, and guidelines.
• Coordinate logistics for EHS training, inductions, toolbox talks, and emergency drills.
• Serve as liaison with building management and emergency services during incidents.
• Ensure availability, visibility, and upkeep of safety, environment, and emergency equipment.
• Assist with incident reporting, investigations, documentation, audits, and inspections.
• Communicate EHS updates, emergency procedures, and safety reminders to office staff.
• Maintain first‑aider certification and participate in EHS committees and performance reviews.
• Business Support
• Provide administrative and operational support to cross‑functional teams.
• Coordinate internal meetings, workshops, client visits, and office events.
• Support onboarding activities, including workspace setup, access badges, equipment, and welcome packs.
• Support invoice processing and expense approvals using Concur.
• Facilities Management
• Act as the primary point of contact with the building tenant/property management for all facilities‑related matters.
• Coordinate maintenance, cleaning, security, IT support, and shared‑building services.
• Track, follow up, and resolve facility issues with service providers and tenant contacts.
• Manage access badges, keys, parking, and shared‑building protocols.
• Support monitoring of facilities‑related costs and service‑level agreements.
• Required Qualifications & Skills
• Minimum 3 years’ experience in office management, facilities coordination, business support, or administrative roles.
• Strong organizational, planning, and multitasking skills.
• Ability to work independently and manage competing priorities.
• Excellent interpersonal, stakeholder‑management, and communication skills.
• High level of discretion, professionalism, and attention to detail.
• Proficiency in Microsoft Office 365; experience with ERP/CRM systems (Salesforce, Net Suite, SAP, Power BI) and Concur is a plus.
• Familiarity with shared‑building environments, EHS practices, and emergency response coordination is an advantage.
• Fluency in German and English, written and spoken.

Benefits

Fluence offers a competitive benefits package, flexible working hours within the required 24‑32 weekly hours, and opportunities for professional development and participation in company‑wide initiatives.

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