Administrative Coordinator / Support – Office Assistant in Teilze

Administrative Coordinator / Support – Office Assistant in Teilzeit (22, 5 h) in Darmstadt
On behalf of our international client we are looking for a secretary to support our client with administrative tasks. The position is based in Darmstadt, part time and start is immediately.

Tasks:
• Provide high quality administrative and organizational support
• Administrational support for 2 Regional Directors EU
• Be the key contact regarding administrative and organizational tasks
• Vendor management (contract management with procurement and vendor, invoice management)
• Maintain and update team’s agendas
• Responsible for the care of visitors and guests
• Handle correspondence/phone calls including confidential mail and reports
• Take care of business travel arrangements
• Coordinate on-going projects and priorities
• Prepare slide presentations, take minutes during staff meetings
• Organize the filing of correspondence and documentation
• Organize QA Training documents for the department
• Organize events and trainings for the department
• Liaise with other R&D departments upon need, other R&D administrative assistants
• Collect internal information (Department and corporate) to be communicated to the group
• Order furniture, stationary and material
• Organize internal/external meetings (prepare Workshop and 1-day training)
• Knowledge of databases and programs used by the department
• Handle catering logistics, copy shop, facilities, etc.
• Follow-up on company procedures
• Communication and working processes in English as the main business language
• Be responsible for Purchase Orders, travel, requisition form (preparation and signatures), expense reports for team members.
• Coordinate approval processes for invoices
• Manage invoices

Requirements:
• 1-2 years working experience in the field as administrative assistant
• Established knowledge in the administrative tasks and dedicated invoice management