Office Assistant (Part-time, fixed-term)

About the role: 

We are looking for a highly capable Office Assistant for our Munich, Germany office. This person will provide office services with enthusiasm and a team-player mindset. This role requires you to work closely with a team of administrative and operational professionals on facilities, operational initiatives, basic IT services, and general office administration services.

 A day in the life of our Office Assistant: 

• Set up and closing of office facilities, including reception and kitchen areas
• At the front desk:
  • Greet visitors and screen/direct inbound phone calls to the appropriate recipient
  • Control office access: monitor the logbook, issue visitor badges and parking transponders
  • Welcoming new employees and setting them up with equipment
• Frequent interaction with in-office employees demonstrating and maintaining a high level of professional behavior at all times
• Support the Munich, Germany office as the Health and Safety Officer and Fire Safety Officer
• Providing quality service to employees to ensure a distraction-free environment
• General administrative support, including office inventory and supplies, shipping, receiving, etc.
• Answer employee questions and direct them to appropriate resources
• Maintain office kitchen, ensuring items are stocked and dishes are placed in the dishwashers
• Assist with additional administrative projects and kitchen duties
• Approve and manage invoices and handle package shipping and delivery tasks
• Work closely with local IT and the HR team on Corporate Services tasks, including:
  • Travel, accommodations, and local transport for visiting overseas guests
  • Assist with IT-related projects such as product ordering and asset management
• Other duties as assigned

Who We’re Looking For:

• 1–2 years of job-related experience, preferably in the administrative/hospitality industry
• Ability to correspond in person, over the phone, and in writing in German and English
• 1–2 years of Microsoft Word and Excel experience; preferably Google Workplace (G Suite products) applications as well
• Experience using multi-line phone systems
• Strong verbal, written, interpersonal, and customer service skills, able to represent the company with internal employees, visitors, and vendors
• Ability to operate with a high level of confidentiality and integrity
• Strong planning and organizational skills with close attention to details
• Basic knowledge and understanding of technology to support staff and office needs and requirements
• Punctual and dependable, with excellent time management skills
• Confidence in interactions with people of all backgrounds and at all levels of the organization
• Can adapt to change quickly and navigate through fluctuating work priorities
• Able to occasionally lift, move, carry, push or pull up to 50 lbs

Our Benefits

🌅 Pension Benefit 
🧘 nilo.health + Calm App, mental health and wellbeing support
📚 Professional development support
🥳  Employee referral and employee-of-the-month programs
🏖 Vacation days + paid sick days 
🫂 Special Leave for urgent family matters
🖥 Home internet allowance 
🏡 Flexible working arrangements available based on role and location
🚌 Low-cost public transportation 
🥪 Free fruit, snacks, and drinks in the office
🚗 Free parking