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Office & Administration Coordinator Hamburg (m/f/d)

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Ingredion Incorporated

10d ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Facilities Management
  • Hamburg
  • Quick Apply

AI generated summary

  • You must be fluent in German, have administrative experience in DACH, and possess strong communication, organization, planning, and proactive management skills.
  • You will manage visitor logistics, coordinate office services, improve processes, support communications, plan events, and ensure smooth operations for the site and regional leadership.

Requirements

  • Mandatory Requirements
  • The ability to speak Fluent German and experience working in Administration in Germany, Austria, or Switzerland
  • Desirable skills and experience
  • Direct/ Indirect personnel management
  • Good communication skills
  • Organizational and Planning ability
  • Administrative expertise
  • Responsible and Proactive

Responsibilities

  • Create a welcoming and inclusive environment for employees and visitors, ensuring a positive experience from the moment they arrive; support site visitors and customers with logistics, accommodation, food and beverages, to ensure an overall positive on-site experience
  • Act as a first point of contact for all site inquiries and provide guidance to ensure visitors feel comfortable and supported during their time at the site
  • Manage the on-site canteen and associated staff, incl. the caterer relationship. Focus on digitization/automation of canteen processes (e.g. catering for meetings, payment)
  • Manage laundry of rental uniforms, incl. relationship with the laundry, and driving improvement projects such as the introduction of a digital ordering system and a pool laundry system to minimize administrative burden
  • Coordinate communication activities of Ingredion Germany, incl. translations into German language, in close cooperation with EMEA Communications Manager and local site leadership
  • Create and communicate annual plans for site activities to increase engagement for employees across all functions in-line with our “Make Life Better” purpose
  • Support regional management in the preparation of communications for internal and external purposes in terms of content and design (e.g. PowerPoint, Word, etc.)
  • Coordinate, implement and improve office services, facilities (incl. meeting rooms), and procedures to maintain and improve organizational effectiveness and safety
  • Coordinate office refurbishment activities with the relevant department leads, with holistic accountability for ensuring refurbishment activities remain on time and in budget
  • Ensure accuracy, completeness, and confidentiality of all office-related documents, records and inventory; explore opportunities to leverage automation and/or software solutions to optimize administrative processes and enhance efficiency
  • Coordinate other site administrative staff to ensure smooth office operations, and collaborate with administrative colleagues at other Ingredion sites where applicable
  • Plan and schedule meetings, conferences, and workshops, ensuring all logistics are in place – both on site as well as off-site where applicable
  • Support organization of company events including venue selection, catering, and logistics
  • Work closely with regional Procurement to identify and manage preferred hotel list, and external meeting/conference venues to maximize cost efficiency; ensure adherence rigor for the Concur travel booking system
  • Coordinate follow-up actions, track progress, and communicate updates with the team
  • Administrative support to the regional leadership team members as required (e.g. scheduling, travel arrangements, expenses etc.)
  • Coordinate and facilitate monthly regional leadership meetings, including travel logistics, preparing agendas and organizing catering

FAQs

What are the primary responsibilities of the Office & Administration Coordinator in Hamburg?

The primary responsibilities include site hospitality management, site engagement and communication, office infrastructure management, event and meeting coordination, and providing administrative support to the regional leadership team.

What language skills are required for this position?

Fluent German is mandatory for this position.

Is previous experience in administration required?

Yes, experience working in administration in Germany, Austria, or Switzerland is a mandatory requirement.

Is relocation assistance available for this role?

No, relocation assistance is not available for this position.

What kind of skills are desirable for candidates applying for this role?

Desirable skills include direct/indirect personnel management, good communication skills, organizational and planning ability, administrative expertise, and being responsible and proactive.

What type of work environment can I expect in this role?

You can expect a welcoming and inclusive office environment focused on supporting employees and visitors, with an emphasis on ensuring positive experiences.

Will I be required to coordinate events and meetings?

Yes, you will be responsible for planning and scheduling meetings, conferences, and workshops, ensuring all logistics are in place.

Does this position involve supporting the leadership team?

Yes, the role includes providing administrative support to the regional leadership team members as required.

Is experience in hospitality management relevant for this job?

Yes, experience in hospitality management is relevant, particularly in creating a positive environment for site visitors and managing on-site services like catering.

Are there opportunities for internal communication and engagement within the role?

Yes, you will coordinate communication activities and create engagement plans for employees in alignment with the company’s purpose.

Ingredion Incorporated

We bring the potential of people, nature and technology together to make life better.

Retail & Consumer Goods
Industry
10,001+
Employees
1906
Founded Year

Mission & Purpose

Ingredion is a global ingredient solutions company making sweeteners, starches and unique ingredients from plant sources such as corn, tapioca, rice, sago and potato. We provide solutions and innovate for almost 60 industry sectors across more than 40 countries. Every day, we bring our skill, creativity, and passion together to deliver ingredient solutions that enhance people’s lives. We are innovators who combine the power of technology with the best of nature to delight customers and consumers. We hold ourselves to the highest standards in ethics, safety, quality, and sustainability. Unlocking the potential of people, nature, and technology to make life better is what drives us in every aspect of our business As a Fortune 500 global provider of ingredient solutions, Ingredion offer great careers across various functions. If you are curious, confident, and believe in the power of game-changing ideas, we want you to make us part of your career formula. Successful: Grow with a leader. Ingredion is FORTUNE 500 company with consistently strong financial performance. Responsible: Thrive with an organization that lives its values. We drive relentlessly toward sustainable practices and responsible operations wherever we do business. Meaningful: Be proud of where you work and what you do. Ingredion enables innovation in foods, beverages and consumer products that touch lives around the world.