Job Responsibilities
1. Daily Operations Management
• Manage office key access and conduct safety patrols.
• Maintain cleanliness and order for office areas, pantries, restrooms and storage rooms.
• Manage office equipment (printers, projectors etc.) and coordinate repair arrangements as needed.
• Oversee full-cycle office supplies work: procurement, stock-in, inventory check and distribution.
• Coordinate allocation of employee parking spaces.
2. Mail and Parcel Management
• Process correspondence delivered to Germany registered address and promptly feedback relevant info to China-based team.
• Track receipt and handover of critical documents & materials.
• Maintain liaison with local logistics partners including DHL.
3. Government & Bank Affairs
• Assist with local German policy consultation and on-site administrative formalities.
• Travel within Germany and neighboring countries to submit documents and communicate with tax offices & government authorities upon request.
• Support in-person bank counter services as well as document drop-off & pickup.
4. Visitor & Meeting Support
• Welcome and escort visiting clients & overseas guests.
• Arrange meeting room booking, onsite setup, equipment debugging and catering.
5. Expense Reimbursement & Cost Control
• Collect monthly expense applications from European offices, verify costs and complete procurement acceptance checks.
• Guide employees through reimbursement formalities.
• Process auto-debit payments (local telecom, broadcasting etc.) and validate related charges.
• Compile regular administrative expense summaries and submit monthly cost reports.
• Optimize procurement channels to cut administrative overhead.
6. Employee Support & Event Assistance
• Help organize internal activities: team building, holiday celebrations and other corporate events.
• Support expatriate staff on apartment hunting, lease negotiation and official address registration.
• Cooperate with local car rental vendors to improve staff transportation solutions.
7. Onboarding & Offboarding HR Administration
• New hires: allocate office keys, working equipment and workstations.
• Departing staff: recover company-owned assets & devices, cancel relevant access permissions.
8. Fixed Asset & Equipment Management
• Collaborate with China team to perform fixed asset stocktaking for Germany office.
• Inspect, clean and warehouse idle surplus assets regularly.
• Administer registration for equipment distribution, return, transfer and loan.
• Support cross-border asset relocation: collect assets from resigned employees in Germany and adjacent countries and ship back to relevant departments.
9. Basic IT Support
• Troubleshoot common IT faults: Wi-Fi, printers and peripheral devices.
• Engage local IT vendors for network & laptop maintenance.
• Assist IT team with device reset for leavers.
Job Requirements
1. Education & Language Proficiency
• Bachelor’s degree or above.
• Fluent German (C1+), capable of independent communication with local government, banks and suppliers.
• Solid English skills (listening, speaking, reading & writing) for daily coordination with China team.
• Mandarin Chinese proficiency is mandatory for daily work.
2. Work Experience
• Previous admin/general affairs/HR admin experience in multinational enterprises.
• Preferred: familiar with German local administrative workflows (property coordination, bill settlement, vendor management).
• Preferred: working experience at Chinese-funded overseas enterprises with understanding of Chinese corporate culture & cross-timezone collaboration.
3. Professional Skills
• Advanced command of MS Office Suite (Excel, Word, PowerPoint).
• ERP/OA system operating experience is a plus.
• Basic finance competency to independently finish expense audit and monthly report drafting.
• Bonus: familiar with German local labor law, tax rules and commercial registration procedures.