Administrative Specialist

Job Description

We're excited to welcome an Administrative Specialist who helps keep our Munich Service Office running smoothly and creates a well-organized, welcoming environment for employees and visitors alike. Curious what this role is all about? Let's dive right in:

• You support daily office operations, including document management, filing, correspondence, and administrative record-keeping.
• You handle incoming and outgoing mail, parcels, courier services, and help keep office supply levels on track.
• You coordinate with facility management, maintenance partners, and other service providers to ensure smooth site operations.
• You make sure office facilities and common areas are organized, functional, and aligned with day-to-day business needs.
• You work closely with the German Office Management team, sharing updates, flagging issues, and supporting operational topics proactively.
• You support employees with administrative questions, help with onboarding activities when needed, and take ownership of front desk and visitor management tasks.

Your profile

All right, that sounds interesting, doesn't it? To feel confident and grow in this role over time, your background could look a lot like this:

• You have a degree or vocational training in Business Administration, Office Management, or a related field.
• You bring at least 2 years of experience in office administration, facilities coordination, executive support, or a similar role.
• You work in a proactive, reliable, and structured way, with strong attention to detail and a hands-on mindset.
• You know how to prioritize, manage several tasks at once, and stay calm in a dynamic office environment.
• You communicate clearly, collaborate well with different stakeholders, and build positive working relationships across teams.
• You are confident using Microsoft Office, especially Word, Excel, PowerPoint, and Outlook; a driver's license and Chinese language skills are a plus, and your German is at least B2 while your English is at least C1.

Our offer

Our Office Management environment is all about making everyday work easier, smoother, and more people-focused. In this role, you can have a real impact on the employee experience in Munich by helping create a workplace that is organized, welcoming, and set up for success. You will join a collaborative team, take ownership of your local site responsibilities, and build broad experience across office operations, facilities coordination, vendor collaboration, and employee support. At the same time, you will find space to grow, bring in ideas, and develop professionally in an international and fast-moving greentech environment.