Office Coordinator und Executive Assistant (m/w/d)

Job Description

The Office Manager/ Coordinator ensures smooth day-to-day office operations. This role combines office management, business support, facilities coordination, and local EHS support, with limited Executive Assistant (EA) activities in support of local leadership.

Key Responsibilities

Office Management

• Manage daily office operations to maintain a professional, efficient, and welcoming working environment.
• Oversee procurement and inventory of office supplies, furniture, and equipment.
• Ensure office cleanliness, organization, and overall appearance ("look & feel").
• Serve as the first point of contact for visitors, deliveries, and general office inquiries.
• Support office moves, space planning, and desk allocation as required.

Environment, Health & Safety (EHS) & Emergency Response

Provides local operational EHS support and crisis/emergency planning and coordination.

• Act as the Emergency Response contact for the office, coordinating local response and communication during incidents or evacuations.
• Schedule and coordinate evacuation drills as required (often annually or semi-annually).
• Document drill performance and follow up on improvement actions.
• Support implementation of EHS, local regulations, policies, procedures, and guidelines.
• Coordinate logistics for EHS training, inductions, toolbox talks, and emergency drills in cooperation with the tenant.
• Serve as the primary liaison with building management and emergency services during incidents.
• Ensure availability, visibility, and upkeep of safety, environment and emergency equipment (first-aid kits, AED, fire extinguishers, signage).
• Support environmental initiatives related to office operations (waste separation, sustainability practices).
• Assist with incident reporting, investigations, documentation, audits, and inspections.
• Communicate EHS updates, emergency procedures, and safety reminders to office staff.
• Maintain first aider certification. Training will be arranged by the company.
• Provide initial coordination during incidents until professional responders arrive.
• Participate in EHS committees, audits, and EHS performance reviews.
• Support rollout of global or regional EHS programs.

Business Support

• Provide administrative and operational support to cross-functional teams.
• Coordinate internal meetings, workshops, client visits, and office events.
• Prepare, format, and maintain business documents, reports, presentations, and meeting materials.
• Support onboarding activities, including workspace setup, access badges, equipment, and welcome packs.
• Support invoice processing and expense approvals using Concur.

Facilities Management

• Act as the primary point of contact with the building tenant / property management for all facilities-related matters.
• Coordinate maintenance, cleaning, security, IT support, and shared-building services.
• Track, follow up, and resolve facility issues with service providers and tenant contacts.
• Manage access badges, keys, parking, and shared-building protocols.
• Support monitoring of facilities-related costs and service-level agreements.

Executive Assistant (EA) Support

EA support is limited in scope and focused on enabling local leadership efficiency.

• Provide administrative support to local leaders as required.
• Assist with calendar management, meeting scheduling, agendas, and briefings.
• Prepare presentations, reports, and meeting notes.
• Support travel arrangements and travel expense reporting, including booking travel and processing expenses.
• Act as a trusted point of contact for confidential or time-sensitive matters.

Required Qualifications & Skills

• Minimum 5 years' experience in office management, facilities coordination, business support, or administrative roles.
• Familiarity with shared-building environments, EHS practices, and emergency response coordination is an advantage.
• Strong organizational, planning, and multitasking skills.
• Ability to work independently and manage competing priorities.
• Excellent interpersonal, stakeholder-management, and communication skills.
• High level of discretion, professionalism, and attention to detail.
• Proficiency in Microsoft Office 365; experience with ERP/CRM systems (Salesforce, NetSuite, SAP, PowerBI) and Concur is a plus.
• Fluency in local language and English, written and spoken.

Our Culture

At Fluence, our culture is the foundation that drives our ambitious growth strategy and fuels our mission to transform the future of energy. Our core cultural pillars empower us to innovate, collaborate, and lead with purpose, ensuring we continue to deliver unparalleled value to our customers and the world.

Unleash Voices

We believe every voice matters. We encourage openness, active listening, and decisive action to create a culture where everyone has the opportunity to contribute to our success. We foster an environment where diverse perspectives are heard and valued, driving innovation and progress.

Customer Fluent

Our customers are at the heart of everything we do. We're committed to delivering exceptional value that exceeds expectations by understanding our customers' needs and adapting swiftly to meet them. Our deep focus on customer satisfaction drives us to continuously improve and innovate.

Infinite Impact

We are committed to creating the impossible. We push boundaries to deliver sustainable, game-changing solutions that shape a brighter, more energy-efficient future for all. Our team is passionate about making a lasting impact that will resonate for generations to come.

All In

We are all in for growth. Our teams are relentlessly focused on identifying and seizing opportunities that propel us forward. We embrace an ownership mindset, pushing ourselves and each other to accelerate progress and create lasting success.