Mannheim, Baden-Wurttemberg, Germany

• Effectively coordinate the day to day administrative and facilities services in the office • Coordinate local use of the Facilities Online System, ensuring compliance with department metrics. • Coordinate sourcing and monitoring of suppliers, including ordering, stock control and distribution. • Coordinate any building contract maintenance and repair including such services as heating, air conditioning, security systems, elevators, utilities and fire safety equipment (where applicable). • Coordinate Health & Safety Systems in the office. • Act as local Health and Safety Officer or liaise with company Heath and Safety Officer to ensure local compliance with Health and Safety legislation. Ensure all Health and Safety documentation is up to date, that suitably trained Health and Safety representatives and fire wardens are available within the company • Coordination and delivery of staff induction. • Physical resource coordination, including space allocation for workstations, cellular offices and meeting rooms. • Management of external records management & data security services • Assist the HR function with recruitment process, maintenance of HR files, payroll tasks and management of PeopleSoft database.

Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

Schedules and arranges meetings and conferences for management. Prepares agendas, notices, minutes and resolutions for corporate meetings. Assist with coordination of meetings, facilities planning and logistics required. Takes minutes, prepare and distribute to appropriate staff.

Coordinates special projects, at the request of management, which may include: planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.

May coordinate workload with other support staff across department(s).

Maintains various databases and spreadsheet files as requested by management.

Communicates and manages timetable/milestones. Assigns work/task responsibilities for projects as directed by management.

Assists with the gathering, compiling and evaluation of project due diligence data. Familiar with departmental guidelines.

Enforces and adheres to company policies and procedures including corporate guidelines and best practices. Maintains of library and classification and filing of new items

Manage corporate accounts, accesses and applications; Coordinate the work of System Administrator (make sure everything works smoothly and troubleshoot if any issues occur); Render assistance to Company's CTO regarding technical questions and programs used by employees; Onboard new Employees on programs and applications used by the Company; Be in charge of fire safety in the office and communicate with relevant people ; Assist in other operations around the office (relocations of new employees, apartment bookings, purchase of equipment etc).

Office management, work with documentation turnover, translations, purchasing the office supplies, assisting CEO of the company.

Determining and fulfilling the office requirements in terms of office peripherals, repair and all vital functions of the office. Supervise other clerical staff. Human resources management; including staff contracts, time management, payrolls.

Coordination with local accounting office. Transfer of information between accounting service. Analysis of office needs and transfer of information to the director. Following local laws and guidelines for the business to continue properly and legally in Ukraine. Execution of instructions of the director.

Self-discipline, self-improvement, the ability to accept criticism. The ability to analyze and draw conclusions. Observance of subordination. The ability to keep a trade secret. Communication skills - ability to work with children. Stress resistance, an ability to fast but the quality performance of different tasks specifics. Care, precision. Activity and initiative. The advanced computer user, SEO (smm) and work with a WordPress platform.

Maintaining management information systems; participation in the organization of accounting and financial processes of the company; ordering and maintaining stationery and equipment; Review and answer correspondence; HR functions; organizing, arranging and coordinating meetings; arranging in-house events.

Function as local contact for facilities; budget planning; purchasing expandable materials; dealing with cars lease company and fleet management; working with travel agencies; preparing visas and insurance; organizing meetings for CEO; backup for account department; organization of corporate events; work with invoices, managing Administrative Department.

ordering stationery, coffee/ tea/milk/ chocolate for a coffee machine, household goods, paper/springs for pricelists/envelopes, water, plastic bags, packaging materials. Supervising secretary's work. Translations and texts proofreading related to company's needs, type letters, announcements, documents, recipes, invitations, being responsible for order in the showroom. Supervising kitchen workers in relation to business meetings and lunches. Ensuring that everything is well and timely prepared/cleaned up for the meetings. Supervising office drivers' work and maintaining office drivers' schedule. Meeting guests' and top management needs as those are always the first priority! Being in charge of mail and messenger service and registering outgoing express mail. Managing employees' vehicle expenses. Issuing and disseminating company's monthly newsletter.