Purpose of your Job
As Office Coordinator, you will be the organizational heartbeat of our workplace—ensuring seamless day-to-day operations and supporting a productive, welcoming environment for both staff and visitors.
This role is central to maintaining smooth administrative workflows, managing office supplies, coordinating schedules, and handling internal and external communications. You'll act as the go-to person for various departments, helping to streamline processes and keep everything running efficiently. Additionally, you'll oversee the receipt of consumables and samples, and manage invoicing with accuracy and care.
Your Responsibility
* Front desk management: act as main contact person for team and external vendors regarding office-related topics
* Manage and direct visitors
* Receive, screen, direct and relay telephone calls and fax messages
* Responsible for incoming and outgoing mail incl. respective email accounts
* Keep office clean and organized to promote an efficient work environment
* Manage correspondence with service vendors
* Order and maintain office supplies
* Oversee property management services, including maintenance of building and ordering proper janitorial supplies if needed
* Accept and document incoming samples, consumables and goods of any nature in the appropriate way while adhering to the company guidelines
* Operational preparation of the meeting rooms, both the set-up and return to the original state, as well as the supervision and coordination of catering
* Take care of special requests to ensure smooth and uninterrupted daily routines
* Preparation of accounting documents
* May participate in billing and accounting duties, including resolving billing questions, managing invoices and delivery notes
* Undertake any other admin, customer service and accounts duties as required
* Be a cultural ambassador and support culture in office to ensure positive working environment
What You Need To Succeed
* Apprenticeship as business clerk or comparable
* Front / back office experience preferred (2-5 years)
* Exceptional proficiency in Microsoft Office Programs
* Exceptional communication skills in German and (Business) English
* Ability to implement procedures in a fast-paced and evolving environment
* Excellent customer service skills
* Attention to detail
* Excellent time management skills
* Ability to work under pressure
* Ability to work well without supervision, decision making skills