Office Administrator (Part-time 80%)

Role overview

Autobrains Technologies is seeking a dependable and practical Office Administrator to keep day-to-day office operations running smoothly in Munich. This position requires regular presence at the Munich office, so candidates living in Munich or nearby are preferred. The role supports the General Manager in Munich and spans office coordination, local site administration, vendor and landlord communication, and everyday assistance to employees and internal teams.

This is an on-site, part-time role at 80% capacity, totaling 32 hours per week. Strong German fluency at native level and business-fluent English are required.

Core duties

• Handle front-desk and general office administration tasks, including greeting visitors, managing correspondence, coordinating meetings, and responding to routine office needs.
• Keep the workspace organized and fully stocked by managing supplies, kitchen items, snacks, beverages, stationery, workstations, and meeting rooms.
• Act as a point of contact for landlords, building management, cleaning services, utility providers, insurers, banks, authorities, vendors, and other local service partners.
• Support onboarding and offboarding logistics such as desk setup, access cards, office equipment, seating, parking, and collecting or returning office items.
• Assist with business travel, hotel reservations, invitation and termination letters, office events, catering, meeting room arrangements, and visitor coordination.
• Maintain office documentation and records in both German and English, including correspondence, meeting notes, vendor files, and building or garage records.
• Provide administrative help to HQ and departments such as HR, Finance, and Marketing on Munich-related matters, including translations, document handling, and forwarding invoices or receipts.
• Support the General Manager and local team with scheduling, travel planning, reimbursement paperwork, process improvements, and other ad hoc administrative work.

Requirements

• At least 4 years of relevant experience in office administration, office coordination, secretarial work, assistant duties, or operational support.
• Completed vocational training, for example an Ausbildung in office management, office administration, business administration, or a comparable discipline.
• Very strong German written and spoken communication skills, along with business-fluent English.
• Comfortable using Microsoft Office tools, especially Outlook, Word, Excel, and PowerPoint, as well as AI tools.
• A working style that is structured, accurate, discreet, dependable, service-oriented, and practical.
• Confident and professional communication style with employees, vendors, service providers, authorities, and international colleagues.

Additional information

This position is strictly on-site in Munich. It is structured as an 80% part-time role with 32 working hours per week.