Support Office Administartor

We are working on a  fantastic opportunity to work for a major internatuional contractor provider in their office in Darmstadt 



As Support Office Administration Assistant you will be responsible for:

• Contract administration: 
  
  
  
  • preparation of financial data for customers
  
  
  • processing 'Confirmations & Invoices' in customer's SAP system
  
  
  • preparation/consolidation and tracking of customer documents, such as financial reports, minutes of meetings, timesheet (etc.)
  
  
  • management / processing of timesheets
  
  
  • managing / coordinating customer RfOs
  
  
  • tracking and follow-up on governance requirements (i.e. leave booking, Serco Essentials training, training plan)
  
  
  • BERs, overtime request handling
  
  
  
  

• Invoice preparation and handling
  
  
  
  • preparation of sales invoices (using SOUT) and credit memos (in SAP)
  
  
  • sending sales invoices out to customers (email attachments or in customer system)
  
  
  • support RTR during month end un-billed revenue preparations
  
  
  
  

• Bid support (populating job specs for recruitment etc.)


• General support of the daily contract management activities in Germany


• General office communication and company representation


• Organisation and administration of the reception area and office, including office purchase management


• Reception and care of our guests and customers


• Purchase management including quality assessments, expense tracking and reporting and raising purchase orders for stationery and hardware’s


• Ordering and administration of mobile phones


• Administration of company cars


• Handling and logging incoming and outgoing correspondence, e.g. post, invoices, delivery notes


• Uploading documents to Docusign.

Successful Candidate

Do you think you are the candidate we are looking for? See below what experience or knowledge you should bring:

• The position requires a proactive person with excellent organizational skills, a meticulous attention to detail, and a hands-on mentality.


• As the position is working with the German management team, being a good team player is essential.


• Good communication skills are essential.


• Computer literacy and good MS Excel and Word (Microsoft 365) skills are required for the position.


• You should have a good educational background together with a successful proven experience in an administrative assistant or similar role.


• Some financial/business experience/understanding and appropriate IT skills in combination with being a quick learner & able to process new things quickly is more important that professional/educational background.


• Fluency in German and English is a prerequisite for the position.