Office Administrator (80% Part-Time)

Role Overview

Autobrains Technologies is seeking a dependable, well-organized, and practical Office Administrator to keep daily office operations running smoothly at its Munich site. This position is intended for candidates already living in Munich or nearby, since being physically present in the office on a regular basis is essential.

The role reports directly to the General Manager in Munich and centers on office administration, workplace coordination, vendor liaison, employee support at the office, and local site management. The right candidate will be proactive, meticulous, service-oriented, and comfortable using both German and English in conversations with employees, suppliers, landlords, public authorities, and international coworkers.

Working Arrangement

This is a fully on-site role with an 80% part-time schedule, equivalent to 32 hours per week. German is required at fluent/native level, and English must be business fluent.

Responsibilities

• Welcome guests, organize meetings, manage incoming and outgoing post, handle office correspondence, and respond to everyday administrative requests.
• Keep the office tidy, functional, and fully supplied by managing consumables, kitchen stock, snacks, beverages, stationery, workstations, meeting rooms, and other routine needs.
• Coordinate with landlords, property management, cleaning vendors, utility providers, insurance contacts, banks, authorities, and other local service partners on administrative topics.
• Arrange practical support for onboarding and offboarding, including desk setup, access cards, office equipment, seating, parking, and retrieval of company items.
• Assist with business travel, hotel reservations, invitation and termination letters, internal events, catering, meeting room setup, and visitor coordination.
• Create and maintain office documentation, correspondence, meeting notes, vendor records, building and garage files, and other administrative records in both German and English.
• Provide local administrative assistance to HQ, HR, Finance, Marketing, and other teams for Munich-related matters, including translations, document handling, and forwarding invoices or receipts to the right department.
• Support the General Manager and on-site team with scheduling, travel coordination, reimbursement documentation, process improvements, and other ad hoc administrative work.

Requirements

• At least 4 years of experience in office administration, office coordination, secretarial work, assistant roles, or operational support.
• Completed vocational training such as Ausbildung in Büromanagement, office administration, business administration, or a related discipline.
• Excellent German communication skills, both written and spoken, along with business-fluent English.
• Working knowledge of Microsoft Office, especially Outlook, Word, Excel, and PowerPoint, plus familiarity with AI tools.
• A structured, careful, discreet, dependable, service-minded, and hands-on working approach.
• Confident and professional communication style when dealing with employees, vendors, service providers, authorities, and international colleagues.

Additional Information

Preference will be given to candidates based in Munich or the surrounding area because regular on-site attendance is required.