Office Manager - #2222169

We are looking for a highly versatile and organized professional to join our Munich team. This pivotal role combines Office Management, Executive & Team Assistance, Sales Backoffice support, and Accounting responsibilities. The ideal candidate will be a proactive communicator with exceptional multitasking abilities.

Key Responsibilities:

Office Management

• Oversee and negotiate service contracts and insurance to secure better terms.
• Ensure smooth and qualified internal and external communication.
• Liaise with property management for facility-related issues.
• Manage office space and coordinate front-office activities, including welcoming and hosting guests.
• Operate the telephone and mail center.
• Procure office supplies and maintain inventory.
• Manage and track company assets.

Financial & Administrative support

• Take ownership of the Accounts Payable process, Fixed Asset accounting, and monthly Bank reconciliations
• Handle expense reports and manage business credit card and travel costs.
• Collaborate with colleagues in the administration department.

Team Assistance

• Support the local team with IT needs.
• Actively assist business services teams (IT, HR, Finance, Marketing) in daily operations and specific projects to ensure and streamline office processes.
• Manage timekeeping, vacation, absences, and sickness records.
• Perform back-office tasks for the sales department.

Executive Assistance

• Plan, coordinate, and monitor appointments, meetings, and travel arrangements.
• Handle business correspondence in German, English, and Italian.
• Undertake special tasks and participate in projects and events.
• Save and update contact information.

Qualifications:

• Proven experience in office management, personal assistance, or team assistance roles.
• Excellent organizational and multitasking skills.
• Strong communication skills in Italian, German and English.
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).
• Affinity with IT-related topics.
• Experience with ERP systems (e.g. SAP)
• Ability to work independently and as part of a team.
• High level of discretion and professionalism.