Our client, an Electric Vehicle (EV) Manufacturer, is searching for a Chinese-speaking Office Administration Support to join their business in Germany. Position Title Chinese-speaking Office Administration Support Position Type Fixed term contract Start Date ASAP Location Munich, Germany Contact: Jo Tianchang Li | +49 (0) 89 23 88 98 42 This position is responsible for the daily operations and office administration of the German R&D Center, including supporting administrative operations, coordinating company events and localized brand-building activities, and establishing a compliant documentation and knowledge management system. The role also covers front desk reception, facility and vendor management, travel and expense support, asset management, meeting and visitor coordination, and other office administration duties to ensure efficient, compliant, and sustainable office operations. Responsibilities: Reception and Visitor Management: Handle visitor appointments and registration, access card applications, visitor safety and confidentiality briefings, and manage incoming calls and emails. Facility and Property Coordination: Oversee workspace planning, meeting room and common area maintenance, cleaning and security coordination, and follow up on repairs and renovation projects. Asset and Procurement Management: Maintain fixed asset and IT peripheral inventories, manage stock-in and audits; plan, purchase, and control inventory for office supplies, refreshments, and work safety items. Travel and Expense Support: Communicate travel policies and conduct compliance checks; coordinate flight and hotel bookings; conduct preliminary expense claim reviews and address anomalies. Meeting and Event Support: Arrange logistics for key meetings, coordinate interpretation and on-site translation services, prepare materials, and arrange catering and transportation. Document and Seal Management: Manage numbering, stamping, scanning, and archiving of contracts and official documents; maintain version control and borrowing records. Safety and Compliance: Support daily EHS inspections and ensure corrective actions are completed; assist with safety and confidentiality training for new employees. Mail and Parcel Handling: Manage receipt, registration, and internal distribution of mail and courier deliveries; coordinate international shipments and customs clearance. Vehicle and Transportation Management: Maintain company vehicle usage logs, coordinate maintenance and insurance, and arrange temporary parking permits and visitor parking. Executive and Team Assistant Support: Coordinate schedules and travel arrangements, prepare meeting minutes, and track follow-up actions for internal and external meetings. Event and Brand Promotion: Assist in organizing localized activities to enhance the company’s visibility and influence in the local market. Internal Employee Activities: Plan, budget, execute, and review internal employee activities, including team-building and training programs. GDPR-Compliant Document Management: Classify, archive, and manage access permissions for HR, legal, financial, and R&D documents in accordance with GDPR requirements. Knowledge Base Development: Build and maintain a bilingual (Chinese–German) knowledge base to support standardization and knowledge sharing across regions. Cross-Cultural Collaboration: Facilitate alignment between Asian and European teams, optimizing cross-time-zone communication schedules and meeting structures. Compliance and Risk Control Ensure minimal collection, encrypted storage, and controlled access of personal and sensitive data in compliance with GDPR, BDSG, and other regulations. Support internal control requirements by creating SOPs for administrative processes and maintaining audit trails; conduct regular self-checks and follow up on corrective actions. Assist in supplier compliance assessments and contract reviews, identifying and reporting potential risks. Requirements Bachelor’s degree or above, preferably in Human Resources, Business Administration, German Studies, or Cross-Cultural Studies. Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook), with strong skills in data organization, template creation, and document formatting. Excellent organizational and coordination skills with a strong service mindset; able to maintain detailed orientation and timeliness in a multitasking environment. Strong compliance awareness and confidentiality principles; knowledge of basic GDPR requirements and office safety practices. Strong written and verbal communication skills in Chinese, English, and German; ability to work in cross-cultural and cross-time-zone environments. Ability to anticipate problems and develop solutions, with skills in process standardization and continuous improvement. Able to work full-time on a stable basis, with flexibility to handle occasional workload peaks and provide on-site support for events. For more details contact: sales(at)manningglobal.com Quoting reference: DE_MGJT_CSOAS_ Or call Jo on: +49 (0) 89 23 88 98 42 View our latest jobs: Follow us on twitter: #manningglobal If you know of anyone within your network who may also be interested in this position, would you please forward this ‘Email & Role’ to them. Please note: That we do all we can to respond to all applications but if we have not contacted you within 2 days following your application - it's likely we have not shortlisted your CV for the position. Manning Global cannot consider your application for this role if you are working for the customer we are recruiting for If you are working for the client we are representing, but have confirmation you are leaving a permanent or contract position, please discuss this with us, so we can discuss representation with you. This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the originator of the message. Any views expressed in this message are those of the individual sender. Group Head Office Manning Global AG Hohenzollernstraße 60, 80801 Munich, Germany Sitz der Manning Global AG: München, HRB 170058 Amtsgericht München, Vorstandsvorsitz: Rachael Manning Munich (DE) – Dublin (IRE) – Liverpool (UK) – Zurich (CH) - Maastricht (NL) Lille (FR) – Changzhou (CN) – New York/Houston (USA) – Zagreb (HR) Timișoara (RO) – Madrid (ES) – Istanbul (TR) – Mexico (DF) – New Delhi (India)