The Office Manager takes care of all administration responsibilities related to a well-functioning office. Besides being the direct support and assistance to the Managing Director, the office manager is the go-to person for all facility, general office management and hosting guests related topics. Together with MD and local MT the office manager plays a crucial role in transforming the work place and office culture into an agile and modern environment.
Roles and Responsibilities
OFFICE MANAGEMENT: Travel
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Arranging flights, taxi and hotels for MD, visitors and AE guests.
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Contact person/admin for the travel agency.
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Prepare guarantee letters for Visa applications of local travelers.
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Prepare Invitation letters on request of travelers from other offices to Schengen.
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Book/rebook flights for local staff.
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Liaise with Travel Agent and Hotels.
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Admin User for Concur Travel Expense Reporting and review all Travel.
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Expense Reports of new incoming TA’s.
OFFICE MANAGEMENT: Supplies to Office
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Ordering office stationery, kitchen supplies, paper, business cards, letter head, first aid material.
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Liaise with external parties related to the office (Window Cleaner/Cleaning company).
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Checking and approving related invoices in ES.
OFFICE MANAGEMENT: Liaise with landlord, building manager, facilities of the building
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Report malfunctions or problems to Landlord / administration.
- Be point of contact for landlord and its representatives.
- Ensure access to office when / where needed.
- Maintain office key logbook and parking space administration / remote access control units.
OFFICE MANAGEMENT: Reception
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Book meeting rooms – welcome visitors – prepare meeting room for client meetings, reserve parking lots.
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Pick up and distribute incoming mail.
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Take care of outgoing mail (not ship related).
OFFICE ADMIN: Central Document keeping
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Maintain filing of all documents relating to the business (contracts, certificates), leases, facilities.
OFFICE SUPPORT: Assistance to Managing Director
Assist the Managing Director
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Managing internal communication on behalf of the MD.
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Preparing reports or presentations.
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Organizing events, customer gifts, Xmas cards and hampers.
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Alignment on Marketing and others with Group.
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Actively co-create modern working environment and company culture together with MD and local MT.
OFFICE COMPLIANCE
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Coordinate with ASD, SVG and BG on all safety and health related legally mandatory subjects.
- Arrange necessary regular meetings and trainings (in coop with QSHE where applicable).
- Maintain records and office signs / plans.
DPO (Data Protection Officer)
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Acting as DPO for implementing and maintaining GDPR compliance.
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Participate relevant internal and external trainings.
- Maintain GDPR required documentation for legal entity.
- Advise of internal data processors on handling of person data.
- Maintain overview on local GDPR process.
CAR FLEET ADMIN: Company Cars
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Acting as delegate of the personally liable MD (Fuhrparkleiter).
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Inquiry of car offers, maintain & filing of contracts, arrange fuel cards (if applicable), follow up on insurance cases. Act as central contact for new and existing insurances.
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6-monthly check of valid drivers licenses of company car holders, ensure relevant and mandatory trainings for drivers.
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Aligning with HR Payroll for necessary data exchange.
Requirements
Education:
- Professional bachelor or equivalent through experience (i.e. Hotel background)
- Open to learning
Specific Business Knowledge:
- MS Office
- Fluent in German, English written and spoken
- Easy learner in software packages
- Cultural sensitivity, adaptive to organizational changes
- Open for modern leadership
- Drive to improve working processes
- Talent on organizing teams, events, projects
- Service mindset
Benefits
We aim to provide a dynamic, inclusive, and rewarding work environment where your ideas are valued, your professional growth is nurtured, and you are able contribute to shaping the future of the maritime industry and keeping the world connected. This meaningful and rewarding role provides:
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A unique opportunity to work with a global company with a family feel, who is a recognized leader in ship management
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Development and mentorship to support your professional aspirations
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A culture of professional excellence, employee care, well-being and fun
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A competitive compensation and benefits package
We believe in the potential of our team members and are dedicated to fostering careers, not just jobs. If the above energizes you, we invite you to apply and join our team!
