Administrator Jobs in Karben

Description

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About the Role:

We are seeking an office-based Workplace Administrator / Receptionist to support the smooth day-to-day running of our Frankfurt office and join the Global Real Estate & Workplace Evolution team (GRE & WE). This role combines front-of-house responsibilities, office administration, SAP processing support, and assistance to the Bureau Chief. You will help maintain a professional, welcoming, efficient workplace and ensure the office remains well organised, fully stocked, and tidy at all times. The role requires daily on-site presence to support office operations, reception responsibilities, and the wider team effectively. You will report to the Director, EMEA Real Estate & Global Lease Administration

You Will:

• Act as the first point of contact for visitors, contractors, and deliveries
• Manage reception duties and present a professional, welcoming front-of-house presence
• Answer and direct calls, emails, and general office enquiries
• Ensure meeting rooms, common areas, and reception spaces are presentable and ready for use
• Keep the office stocked, organised, and tidy, including kitchen, stationery, print, and general office supplies
• Coordinate office repairs, maintenance issues, building access, and landlord/building management requests
• Support office health, safety, and general workplace compliance requirements
• Provide day-to-day administrative support to the Bureau Chief and Managing director
• Manage calendars, room bookings, desk bookings in Kadence and visitor arrangements as required
• Assist with travel bookings, itineraries, and related logistics where required
• Prepare documents, presentations, correspondence, and meeting materials
• Maintain filing systems, contact lists, and administrative records
• Support internal events, team meetings, and office activities
• Process invoices and purchase orders in SAP accurately and on time
• Track purchase orders, invoice status, coding, approvals, and payment follow-up, working closely with Finance teams
• Liaise with internal finance and procurement teams to resolve invoice or PO queries
• Assist with vendor administration and supplier set-up where needed
• Provide back-up assistance to GRE & WE Lease Admin team where needed to cover absence/busy periods

You Have:

• 3-5 years of experience in an office administrator, receptionist, team assistant, or similar role; processing invoices and purchase orders in SAP
• Experience supporting senior stakeholders or executives, ideally including diary and meeting coordination
• Experience working in a busy office-based environment
• Strong organisational skills and attention to detail
• Professional and approachable manner with excellent interpersonal skills
• Confident managing multiple priorities and responding quickly to day-to-day office needs
• Good written and verbal communication skills
• Comfortable working independently and taking ownership of office operations
• Proficient in Microsoft Office applications and Google Suite products
• Reliable, proactive, and service-oriented approach
• Ability to maintain confidentiality and exercise sound judgement

Preferred qualifications

• Fluency in German and English languages
• Experience in an international corporate or newsroom environment would be advantageous

Success in the role

The successful candidate will create a well-run, professional office environment, ensure SAP invoice and purchase order processes are handled efficiently, provide dependable support to the Bureau Chief, and keep the Frankfurt office organised, stocked, and running smoothly.

Our Benefits

• Comprehensive Healthcare Plans

• Paid Time Off

• Retirement Plans

• Comprehensive Insurance Plans

• Lifestyle programs & Wellness Resources

• Education Benefits

• Family Care Benefits & Caregiving Support

• Commuter Transit Program

• Subscription Discounts

• Employee Referral Program

#LI-Hybrid

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status or any other protected characteristic under applicable law.

Reasonable Accommodation

We are committed to providing reasonable accommodation for qualified individuals with disabilities in our job application and/or interview process.