As Specialist Office Administration Supportin Munich, you will be responsible for overseeing all aspects of Office administration, hereunder local admin tasks, facilities management, and Health and Safety initiatives. You will work closely with the Local People Advisor and Office Lead. You will ensure the efficient and effective delivery of services and programs to support the organization's goals and objectives.
THE CHALLENGE:
- People Partnering Model: Ensure smooth cooperation with the People Advisors, Centre of Excellences (CoEs) and People Operations; input to processes and ways of working where applicable; actively drive change in the people teams.
- Office admin and attendance management: General, administrative organizational and secretarial tasks, hereunder also some reception activity. Responsible for local attendance management in Timesystem, sick leave reporting and any other absence requests where local PA is escalation point. Post and parcels. Managing travel expense reports and act as payroll support where needed.
- Local Engagement: Participation in the planning and execution of various employee events. Preparation and support of internal/external meetings in the office.
- Facility and vendor management: Responsible for all vendors locally in Munich, hereunder, SLAs, scope and daily/weekly communication. Storage management where there is control on inventory at any given time. Ergonomic initiatives and desks/chairs. Physical security, meaning local owner of access control policy and data.
- Compliance, Risk Management, Health & Safety: Stay up to date on country, state, and local employment laws and regulations. Partner with Compliance and Risk to ensure employee data integrity as well as relevant trainings are implemented. Stay responsible for Health and Safety compliance requirements.
- Benefits Administration: Oversee the administration of employee benefits programs, including health insurance, retirement plans, and other fringe benefits. Work closely with benefits vendors and brokers and people operations team.
YOUR PROFILE:
- Minimum of 3 years’ experience from facilities or office management
- Customer in centricity, high-level communication, interpersonal, and problem-solving skills.
- Demonstrated ability to manage multiple priorities and deliver results in a fast-paced environment.
- Proficiency in HRIS systems, Microsoft Office Suite, and other relevant applications used in HR and Finance.
- German and English fluent.