Administration & Back Office Specialist with German

We are looking for a proactive, hands-on, and detail-oriented Administration & Back Office Specialist with German to join our team. In this role, you will be the backbone of our office operations — the go-to person who keeps everything running smoothly and organised. From managing purchasing and travel processes, handling correspondence, and coordinating company events, to making sure the office itself is always in great shape — you'll wear many hats and make a real difference every day. Beyond office operations, you will also serve as a key back-office support resource across the organisation. As part of a close-knit team, you'll collaborate closely with a wide range of internal functions — including but not limited to Finance and HR — helping to keep processes running, documents flowing, and teams supported wherever needed. No two days will look the same, and your ability to adapt, take initiative, and build strong working relationships across departments will be just as important as your organisational skills. If you thrive in a dynamic international environment, love taking ownership, and enjoy being the person everyone can count on, we want to hear from you! What we offer? - Employment based on an Employment Contract - Private medical care (Luxmed) - Remote-first working model – we primarily work remotely and meet in the office mainly for team or company events (e.g. monthly meetings) - Employer-funded group life insurance - MyBenefit cafeteria platform with quarterly points - MultiSport / CityFit sports card - Training budget and access to e-learning platforms - Free German language courses - Open feedback culture and strong knowledge-sharing environment - Team integration events and company celebrations (including summer and Christmas events in Germany) - Opportunity to engage in charity initiatives and one additional day off for volunteering activities Responsibilities Administrative Support - Providing day-to-day administrative support to employees and guests across all levels of the organisation - Handling, managing, and sending correspondence on behalf of the organisation - Collaborating closely with internal departments to ensure seamless operations - Handling confidential data and sensitive information with full discretion - Supporting the team with ad-hoc tasks and additional duties as assigned Travel Management - Booking flights, hotels, and other travel arrangements for employees - Organising and overseeing the full travel process from planning to settlement - Managing travel expense accounting and ensuring accurate reconciliation of costs Purchasing & Procurement - Handling the end-to-end purchasing process — orders, invoices, and vendor maintenance - Reconciling corporate card expenses - Monitoring and replenishing office and marketing supplies Office & Facility Management - Organising and maintaining common office areas to a high standard - Coordinating with external vendors to ensure proper office upkeep and maintenance - Ordering repair and cleaning services and verifying completed work - Being the all-round "office organiser" — if something needs doing, you make sure it gets done Fixed Assets & Equipment - Coordinating deliveries and managing asset labelling - Conducting regular inventory and keeping asset records up to date - Overseeing company equipment administration, including mobile phones, laptops, and other devices Back-Office & Cross-Functional Support - Acting as a reliable back-office support resource for internal functions across the organisation - Assisting functions departments with administrative tasks, document handling, and process coordination as needed - Providing ad-hoc support to any function that requires administrative or operational assistance - Planning and coordinating internal company events such as team parties, integration events and job fairs Requirements Education - Essential: University Degree Experience & Knowledge Essential - 1–2 years of experience in an administrative or office management role - Proficiency in MS Office (Outlook, Word, Excel, PowerPoint) - Excellent organisational skills with strong attention to detail Desirable - Experience with travel expense tools or procurement systems Languages - English – min. B2 - German – min. B2 Your Profile - Highly organised, methodical, and resourceful — a true "office all-rounder" - Excellent communication and interpersonal skills, with a strong service orientation - High standards of customer service and a professional, can-do attitude - Ability to prioritise, plan workload effectively, and meet deadlines under pressure - Trustworthy and discreet when handling confidential information - Committed to quality and continuously developing your skills - A team player who enjoys collaborating across departments and levels