Administrative Specialist (m/w/d)

Reports To

HR & Administration Manager

Job Purpose / Summary

The Administrative Specialist is responsible for ensuring smooth and efficient day-to-day operations of the office. This role supports managers and employees through a variety of organizational and communication tasks, acting as a central point for internal and external coordination.

Key Responsibilities

• Oversee daily office operations, including reception duties, mail handling, and supply management.
• Coordinate and organize meetings, appointments, travel arrangements, and company events.
• Maintain and update company records, files, and databases.
• Support HR with onboarding of new employees (e.g., preparing workstations, access cards etc.).
• Liaise with vendors and service providers (office equipment, cleaning, maintenance, couriers).
• Prepare reports, presentations, and correspondence as required.
• Ensure compliance with health, safety, and security procedures in the office.
• Support other departments with administrative tasks when needed.
• Serve as the primary point of contact for internal and external communication and coordination, ensuring information flows smoothly across teams and stakeholders.
• Identify, evaluate, and arrange suitable office spaces and handle related administrative tasks (e.g., lease negotiations, facility setup, and relocation coordination).

Qualifications & Requirements

• Completed vocational training or Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• Fluent in English, German
• 2+ years of experience in office administration or a similar role.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• High level of professionalism and confidentiality.
• Ability to work independently and collaboratively.

Key Competencies

• Organization & Time Management – Ability to manage multiple priorities effectively.
• Communication – Clear, professional, and proactive communication skills (written and verbal).
• Problem Solving – Proactive in identifying issues and suggesting solutions.
• Attention to Detail – Ensures accuracy in work and documentation.
• Stakeholder Coordination – Builds positive relationships with internal teams and external partners.

Working Conditions

• Full-time position based in [Frankfurt am Main / Germany ].
• Standard office hours [e.g., Monday to Friday, 9:00–18:00].
• Occasional overtime for events or urgent tasks may be required.
• On-site work is required.