Office Management Specialist/Supervisor

Vehicle Management

• Coordinate scheduling and allocation of office and employee vehicles, maintain detailed usage records and logs.
• Manage administrative processes such as vehicle registration, annual inspections, and insurance renewals.
• Organize regular maintenance, servicing, and repairs in collaboration with dealerships and insurance partners.
• Administer fuel cards, parking permits, charging cards, and track relevant expenses.

Daily Office Operations

• Oversee the upkeep and coordination of office spaces, meeting rooms, and workstations.
• Handle the procurement and inventory management of office supplies and refreshment items.
• Engage with local service providers including property management, cleaning services, and landscaping vendors.
• Assist with administrative preparations for new hires including workspace setup, equipment, and access controls.
• Provide logistical assistance for office events such as festive decorations and team-building activities.

Employee Administrative Support

• Support the German team in administrative tasks related to visas, business travel, and guest reception.
• Facilitate the implementation of headquarters’ administrative policies and employee benefits locally.
• Collect and communicate employee feedback on administrative matters to support continuous improvement.

Coordination and Information Flow

• Work closely with the Office Manager to fulfill data and information reporting requirements set by headquarters.

Qualifications and Competencies

• Bachelor's degree or higher in any field, with a preference for Administration, Business Management, or Language studies.
• 1 to 3 years' experience in administration, operations, or related areas; experience in multinational or cross-cultural settings is advantageous.
• Excellent organizational and time management skills, able to prioritize multiple concurrent tasks effectively.
• Strong proactive communication with timely issue reporting and no backlog or delay in responses.
• Responsible and reliable, ensuring tasks are completed accurately and punctually.
• Willingness to manage a broad range of administrative duties with attention to detail and trustworthiness.