Office Administrator

As an Office Administrator in Munich, you will be responsible for the holistic organization and coordination of all administrative tasks in the office. This includes, in particular, local administrative activities, facility management, and topics related to occupational health and safety (Health & Safety). You will work closely with the Local People Advisor (HR) and the Office Lead, ensuring that all services and measures are implemented efficiently and smoothly to best support the organization's goals and requirements.

• People Partnering Model: Ensuring close and effective collaboration with People Advisors nationwide, Centres of Excellence (CoEs), and People Operations. Supporting the further development of processes and ways of working and actively participating in changes within the People organization.
• Office Administration and Attendance Management: Responsibility for general organizational, administrative, and supportive office tasks, including occasional reception duties. Managing local attendance in the time tracking system, processing sick notes, and other absence requests where the local People Advisor acts as an escalation point. Organizing mail and package shipments. Reviewing and processing travel expense reports and supporting payroll topics when necessary.
• Local Employee Engagement Activities: Supporting the organization and execution of various employee events. Preparing, coordinating, and overseeing internal and external meetings in the office.
• Facility and Service Provider Management: Managing and overseeing all local service providers at the Munich site, including Service Level Agreements (SLAs), scope of services, and regular coordination. Managing storage areas and ensuring a transparent inventory overview. Supporting ergonomic measures and organizing office equipment such as desks and chairs. Responsibility for physical security measures, particularly the local implementation and management of access control policies.
• Compliance, Risk Management, and Health & Safety: Ensuring compliance with applicable labor law regulations at the national, regional, and local levels. Collaborating with Compliance and Risk departments to ensure the quality and security of employee data and implementing necessary training. Responsibility for compliance with occupational health and safety requirements.
• Benefits Administration: Coordinating and managing supplementary employee benefits, including health insurance, retirement plans, and other benefits. Close coordination with external benefit providers, brokers, and the People Operations team.

• At least 3 years of experience in facility management or office management.
• Strong customer orientation and very good communication, interpersonal, and problem-solving skills.
• Proven ability to manage multiple priorities simultaneously and deliver results in a dynamic, fast-paced work environment.
• Very good knowledge of HRIS systems, Microsoft Office applications, and other relevant HR and finance applications.

• Coordination and management of supplementary employee benefits, including health insurance, retirement plans, and other benefits.