Job Description

Your mission

We are looking for a detail-oriented and proactive Administrative Specialist (m/w/d) to support the QCA Team (Quality and Certification Assurance Team) in Eschborn. In this role, you will be responsible for a wide range of administrative and coordination tasks, including scheduling, payment processes, and operational support for internal and external stakeholders.

Key Responsibilities

Schedule Management

• Maintain and update schedules; communicate updates to relevant stakeholders
• Coordinate internal and external meetings, workshops, and events
• Organize travel arrangements and adjust schedules accordingly
• Manage supplier/guest schedules, including confirmations and follow-ups

Payment & Expense Management

• Oversee expense planning (suppliers, team activities, workshops, guests, business trips, etc.)
• Process and monitor payments, including due date tracking
• Handle expense settlements and prepare monthly/annual reports

Administrative Support

• Support QCA team activities within the QESH management process
• Coordinate training processes (request, review, confirmation)
• Arrange audits (documentation, scheduling, communication with participants)
• Manage postal services and support quality award initiatives
• Perform additional administrative tasks as assigned

Your profile

Education & Experience

• Bachelor’s degree in Business Administration or a comparable qualification
• Minimum 3 years of experience in office or administrative roles

Skills & Competencies

• Strong organizational and planning skills
• Excellent communication and teamwork abilities
• High level of accuracy and reliability
• Problem-solving and analytical thinking mindset
• Strong commitment to ethics and compliance

Technical & Language Skills

• Proficient in Microsoft Office (especially Excel and Teams)
• Fluent in German and English
• Additional European language is a plus

Why us?

Join us and unlock your potential with the following benefits:

• Work-Life Balance - Flexible working hours
• 30 Days of Vacation per Year
• Our location is easily accessible by car, train, or bike. Additionally, we offer a subsidy for public transportation use or a parking spot.
• Fitness Program: Benefit from a free Gym membership
• Daily Breakfast and Lunch at the Office: Start your day with fresh snack and enjoy a balanced lunch that we offer daily.
• Meal Vouchers: Each employee receives monthly vouchers worth over 100 euros net as an additional contribution to your meals.
• After the Probation Period: Take advantage of our support for language courses (German, English, Korean) and choose between savings plans or contributions to company pension schemes.

If you are looking for a chance to apply your knowledge and implement your ideas, while being recognized for your unique contributions, we would love to get to know you and show you why a career at GLOVIS Europe GmbH can be a great opportunity for you.

Please send us your CV and cover letter including your earliest possible start date and salary expectation. We are looking forward to getting to know you.