Job Description

We are looking for a reliable, organized, and hands-on Office Administrator to support the smooth daily operation of our Autobrains office in Munich. Candidates based in Munich or the surrounding area are preferred, as regular on-site presence in the Munich office is required.

The role reports to the General Manager, Munich and focuses on office administration, workplace coordination, vendor communication, employee office support, and local site administration. The ideal candidate is proactive, detail-oriented, service-minded, and confident communicating in both German and English with employees, vendors, landlords, authorities, and international colleagues.

The Position is on-site only, 80% Part-time, 32 hours/week, German- fluent/native level, English- business fluent

Responsibilities

• Office Administration & Front Desk Support
• Welcome visitors, coordinate meetings, manage incoming and outgoing mail, handle office correspondence, and support day-to-day office requests.
• Office Operations & Supplies
• Maintain a clean, organized, and well-equipped office by coordinating supplies, kitchen items, snacks, drinks, stationery, workstations, meeting rooms, and general office needs.
• Vendor, Facility & Local Service Coordination
• Communicate with landlords, building management, cleaning providers, utility companies, insurance contacts, vendors, banks, authorities, and other local service providers for administrative matters.
• Employee Office Support
• Support practical onboarding and offboarding arrangements, including workstation setup, access cards, office equipment, seating, parking, and collection of office items.
• Travel, Events & Meeting Coordination
• Assist with business travel arrangements, hotel bookings, invitation/termination letters, internal office events, catering, meeting rooms, and visitor logistics.
• Document & Record Management
• Prepare and maintain office records, correspondence, meeting notes, vendor documents, building and garage records, and other administrative files in German and English.
• Support to Internal Teams
• Provide local administrative support to HQ, HR, Finance, Marketing, and other departments for Munich site-related matters, including translations, document coordination, and forwarding invoices or receipts to the appropriate teams.
• General Administrative Assistance
• Support the General Manager and local team with scheduling, travel coordination, reimbursement document preparation, process improvements, and ad-hoc administrative tasks.

Requirements

• Experience: Minimum 4 years of experience in office administration, office coordination, secretary, assistant, or operational support roles.
• Education: Completed vocational training, such as Ausbildung in Büromanagement, office administration, business administration, or a similar field.
• Languages: Excellent written and verbal German skills and business-fluent English.
• Software Skills: Good knowledge of Microsoft Office, especially Outlook, Word, Excel, PowerPoint and AI-Tools.
• Working Style: Organized, detail-oriented, discreet, reliable, service-minded, and hands-on.
• Communication: Professional and confident communication with employees, vendors, service providers, authorities, and international colleagues.

Attributes

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In the first two months, you’ll

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