As our new Team Assistant & Office Manager, you will have the exciting opportunity to help shape the daily rhythm of our dynamic office! Your role is essential in ensuring smooth operations and creating an environment where everyone feels comfortable and enjoys working together. You will take on a wide range of responsibilities and always keep an overview.
Your Responsibilities
Office Management & Organization for Our Eastern European Countries (50%)

• Stakeholder management & core services: Coordination with cleaning services, landlords, and internet providers to ensure smooth day-to-day office operations.
• Hands-on office tasks: Ensuring the Sibiu and Gdansk office is always well-equipped and tidy (e.g. restocking drinks, unloading the dishwasher, creating a welcoming atmosphere).
• Inventory management & procurement: Monitoring office supplies and ordering necessary materials in a timely manner.
• Knowledge hub administration: Maintaining our central knowledge database to keep policies and standard processes up to date.
• Mail handling & document filing: Managing incoming mail and ensuring proper document filing.
• Invoice checks, payroll review & contract verification.
• Maintenance of the internal HR tool: Keeping data and documentation up to date.

Administrative Support (~50%)

• Preparation and review of documents (contracts, invoices, etc.).
• Monitoring deadlines, completeness and document quality.
• Supporting our Bonn office with business registrations and deregistrations of our service providers.
• Ensuring data quality standards.