FAQs
What are the main responsibilities of the Office Administrator role?
The main responsibilities include acting as the first point of contact for visitors, managing phone calls, coordinating conference rooms, handling mail, processing invoices, managing travel bookings, and overseeing facility management tasks.
Is this position customer-facing?
Yes, the Office Administrator will be the first point of contact for visitors and will handle phone calls, making it a customer-facing role.
What systems will I need to manage in this role?
You will be responsible for managing the travel booking system, bookkeeping system (Flex), and external accounts and portals, among other administrative systems.
Are there any specific qualifications required for this position?
While the job description does not specify particular qualifications, strong organizational skills, communication abilities, and familiarity with administrative tasks are generally expected.
Will I be responsible for managing office supplies?
Yes, the Office Administrator will oversee the central ordering of office supplies and the management of the cash register for office procurement needs.
Are there any travel requirements for this role?
While the primary responsibilities are administrative in nature, the Office Administrator may assist with travel bookings and inquiries, functioning as a point of contact for employees regarding travel needs.
Who will I coordinate with for facility-related issues?
You will be the first contact for facility-related inquiries and will coordinate with maintenance staff, management, and external service providers for any issues that arise.
Will I need to manage budgets or expenses?
Yes, part of the role includes ensuring the proper verification of incoming invoices and managing budgets related to office supplies and services.
Is there a specific location I need to be at for this job?
Yes, this position is based in the office at Willy-Brand-Strasse, where you will be responsible for various administrative and facility management tasks.
How often will I need to update data for online accounts and external portals?
You will need to update data for external portals and accounts, especially during staff onboarding and offboarding, as well as handle annual updates such as GEZ fees for all offices.