Admin/Office Manager (M/F/D) - Temp to Perm or Permanent

  • Company: Navigant
  • Job Location: Berlin - Germany
  • Date: July 2, 2019 12:53
  • Employment Type: permanent
  • Experience: medior
  • Job Functions:

    Administrative, Management

Job summary

Reporting directly to the International Operations Business Partner, you will have accountability over the Berlin Admin and Facilities team members. You will focus on commitment to drive employee satisfaction and providing administrative support to Management and other departmental teams.

As the Office Lead, you will ensure all aspects of office operations run efficiently. It will be your role to balance resources and budget to maximise efficiency and opportunity. A key area of this role will be working with the Berlin Office Director (OD), International Operations Business Partner (OBP), the Team Coordinator Germany and local practice leadership to drive business efficiency and improve business capability.

Job description

Office Lead

  • Provide support to the Operations Business Partner (OBP) to operationalise priorities in the office. For example, coordinating ‘Lunch & Learn’ sessions, new joiner events and all office town hall meetings
  • Work collectively to build our Berlin office culture and Navigant brand awareness to ensure our place as a leader in employee satisfaction
  • Work alongside Real Estate, Human Capital and the Team Coordinator Germany to review existing H&S policies and procedures for the Berlin office, ensuring compliance with German legislation
  • Implement procedures for waste management & recycling
  • Co-ordinate professional operational support for employee on/off-boarding processes for employees – desk allocations, office orientation etc. with the Facilities Team
  • Overall responsibility for ensuring service delivery and management of a pro-active Facilities Management service across the office
  • Joint responsibility with the Facilities Team for management of all soft and hard services supplier relationships, including tendering for contracts to supply Security, Cleaning, Catering, Utilities, Photocopying/Printers, Stationary (Office & Business) and Couriers where necessary
  • Work closely with the International Operations Business Partner on the bi-annual performance reviews and evaluation process

Administrative

  • Administrative project work and tender management including formatting and editing of texts and quality control of reports, drawing up and proofreading letters, modelling text templates or PowerPoint presentations for correspondence, ensuring impeccable and client-orientated presentation
  • General administration of the Berlin Secretariat Office working alongside the German Secretariat Team Leader based in Cologne
  • Provide support to the Team Coordinator in coordinating with other departments and offices such as Marketing, IT and Human Resources and Business Development
  • Help organise client and internal meetings, conferences and workshops
  • Organisation of travel including travel bookings, expense reports, credit card statements

Financial

  • Work closely with the International Finance Team to ensure supplier invoices are processed in a timely manner, and that any requests are resolved and communicated to internal and external parties
  • Coordinate with the International Operations Business Partner and International Finance Director on the development and execution of the Operations Budget.
  • Ensuring business needs are met while keeping costs to a minimum and quality products and services are procured

Project Management

  • Work with the International Operations Business Partner and the Team Coordinator to actively lead and direct significant projects, initiatives, and conflicts with a focus on administrative services. This will include communication and change management efforts
  • Coordinate with internal Real Estate team to ensure space requirements are met while adhering to company policies. Consider the office personnel accommodations and physical condition while anticipating and resolving any space planning issues
  • Support the International Operations Business Partner and Team Coordinator by coordinating & implementing:
    • Long-term approaches that redefine problems and opportunities in anticipation of changing business needs within Operation team
    • Developing supportive and trusted relationships with Regional and Global Operations Teams
    • Provide effective leadership to ensure the Berlin team is appropriately trained, developed, equipped and motivated, to continually deliver business targets

Job qualifications

  • Proven experience, preferably within a global consulting or professional services environment
  • Ability to communicate effectively across all levels of the business and diverse populations, plan, direct, and coordinate the work activities of others
  • Have experience of juggling multiple projects and priorities and having to meet deadlines
  • Possess a high attention to detail, and be professional and articulate
  • Possess excellent written and verbal communication skills, including confident presentation skills
  • Flexibility to work outside standard hours to support critical projects and delivery deadlines where necessary
  • Fluent in German and English
  • Excellent knowledge of Microsoft Word
  • Excellent editing and formatting skills

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