Job Description

Job Location: TIMEX Group CSE GmbH Pforzheim - Zug 6300
Job Category: Admin - Clerical

Summary
We are looking for a motivated and versatile individual to join our dynamic R&D department as an Executive Assistant and Office Manager.  In this key position, you will act as the central interface between management, internal departments, and external partners, handling a broad range of responsibilities from administration and finance to technical documentation. 

QualificationsResponsibilities
Finance & Accounting
- Preparing bookkeeping entries (account coding) and forwarding to the accounting department
- Maintaining and managing internal Excel spreadsheets
- Monitoring year-end financial closing processes
Export / Import & Commercial Law
- Creating shipment documents and import paperwork
- Basic knowledge of export control regulations and goods subject to reporting requirements
- Monitoring and controlling import documents (customs clearance via agents, primarily UPS)
- Basic knowledge of commercial and trade law
- Authorized signatory (Prokura)
Payroll & HR Administration
- Preparing payroll in line with collective bargaining agreements (BVSU) and negotiation outcomes
- Maintaining and monitoring vacation schedules, entitlements, and leave requests
- Creating and managing time sheets
- Processing sick leave notifications and health insurance reimbursements (AAG)
Office & General Administration
- Supporting management in all administrative matters
- General office and administrative duties
- Managing the switchboard and general correspondence
- Managing bank accounts, credit cards, and petty cash
- Office organization (birthdays, anniversaries, etc.)
Procurement & Order Management
- Placing orders for equipment and operational supplies
Scheduling & Contract Management
- Scheduling and coordination (e.g., notaries, legal counsel)
- Contract management and administration
- Incoming and outgoing mail handling
Reporting & Compliance
- Sustainability reporting
- Compliance reporting
Travel Management
- Booking flights, transfers, and accommodation
- Preparing and submitting travel expense reports
Technical Documentation
- Creating and maintaining bills of materials (BOMs)
- Managing technical documents and records

Requirements
- Excellent German and English language skills, both written and spoken
- Basic knowledge of finance and accounting
- Familiarity with export/import procedures and commercial law
- Proficient in MS Office, particularly Excel
- Structured, independent, and detail-oriented working style
- Strong organizational skills and a collaborative approach
- High level of discretion and trustworthiness