Administrative Specialist in Neuss

1. Key Responsibilities

1.1 General Administration & Office Management

• Manage the day-to-day administrative operations of the German subsidiary, ensuring the office, showroom, and common areas are well-organized and run smoothly.
• Welcome visitors and coordinate meeting room bookings and preparations, as well as the procurement of office supplies and daily consumables.
• Liaise with property management and external service providers to coordinate facility maintenance, cleaning, and other office services.
• Assist with document filing, mail handling, courier services, and other routine administrative tasks.
• Initiate and follow up on procurement requests, supplier onboarding, purchase orders, and related internal approval processes.
• Assist with pre-approval procedures for large payments, supplier invoice submissions, payment requests, and payment status tracking.
• Support employees with travel expense reimbursements, expense claims, and other finance-related processes.
• Coordinate with the China headquarters' Finance, Procurement, Administration, and other relevant teams to ensure efficient execution of internal processes.
• Maintain accurate and complete records of procurement activities, suppliers, expenses, and other administrative matters.

1.3 Training Center Operations Support

• Support the day-to-day operations of the European Training Center, including training venue arrangements, course scheduling, and the reservation of training resources.
• Manage trainee registration information, participant lists, attendance records, and related administrative tasks.
• Coordinate refreshments, catering, training materials, and necessary transportation arrangements during training sessions.
• Work with Sales, trainers, and technical personnel to prepare training rooms, demonstration equipment, and relevant materials in advance.
• Maintain the booking calendars for the Training Center and meeting rooms to prevent scheduling conflicts and ensure efficient use of resources.
• Assist in organizing visits by European distributors, key customers, and business partners, including headquarters visits, product demonstrations, and business receptions.
• Coordinate visit schedules, meeting rooms, showroom arrangements, catering reservations, transportation, and accommodation when necessary.
• Coordinate with Sales and Technical teams to prepare and allocate demonstration robots and arrange the relevant facilities.
• Support the organization of distributor training sessions, customer open days, and other on-site events.

1.5 Warehouse, Logistics & Equipment Coordination

• Assist warehouse personnel with packing, shipping, receiving, and logistics arrangements for robots and related accessories.
• Coordinate the allocation, transportation, and return of robots between the showroom, Training Center, and warehouse.
• Work with the Technical team to coordinate robot maintenance, repairs, and equipment preparation.
• Track shipments, equipment movements, and related documentation, ensuring that relevant information is communicated promptly.
• Provide hands-on support with equipment organization, packing, and other practical operational tasks as reasonably required on-site.

1.6 Cross-functional Coordination & Operational Support

• Provide day-to-day administrative and operational support to the Sales, Technical, Warehouse, and Training teams.
• Assist with communication, process coordination, and document exchange between the German subsidiary and China headquarters.
• Follow up on cross-functional administrative matters and ensure that issues are resolved in a timely manner.
• Continuously improve administrative, procurement, expense reimbursement, visitor management, and training coordination processes to enhance the operational efficiency of the German subsidiary.

2. Qualifications & Requirements

• Previous experience in administration, office management, operations support, procurement coordination, or a related field.
• Fluent in German, with the ability to communicate independently with local suppliers, property management companies, and service providers in Germany; good working proficiency in English.
• Proficient in Microsoft Office and other common office software, with the ability to quickly learn internal approval and management systems.
• Strong organizational and coordination skills, with the ability to manage multiple tasks simultaneously and prioritize effectively.
• Detail-oriented, reliable, and highly execution-focused, with a strong sense of responsibility and a service-oriented mindset.
• A strong team player who is willing to take a hands-on approach to supporting office, showroom, training, and warehouse operations.
• Ability to work on-site at the Neuss office on a daily basis.

Preferred Qualifications

• A valid driver's license recognized in Germany and the ability to drive when required for work-related tasks.
• Experience working for a Chinese company's German subsidiary or an international company.
• Familiarity with procurement, supplier management, expense reimbursement, or internal financial approval processes.
• Experience in customer reception, event organization, training coordination, or logistics and warehouse support.
• Chinese language proficiency or previous experience collaborating with teams at a China-based headquarters.

3. Our Ideal Candidate

We are looking for someone who is proactive, detail-oriented, dependable, highly execution-focused, and willing to take a hands-on approach to solving problems.

This role goes beyond traditional office administration. It involves active participation in the day-to-day operations of our European headquarters, including customer reception, training coordination, robot and equipment management, and on-site operational support.

The ideal candidate should be comfortable handling multiple tasks simultaneously, proactively identifying issues, driving processes forward, and coordinating effectively across different teams. Through strong organizational and execution skills, you will help the German subsidiary establish an efficient, professional, and well-organized working environment.

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