Auftragsdetails

Detailed Description

ProPharma are looking for an experienced officer coordinator to join on a 6 month FTC starting end of April. The role will 30 hours per week with a minimum of 4 days per week based within the Berlin office.

Essential Functions:

• Representative of the ProPharma` s Office in Germany.

• Be the first point of contact person for visitors and welcome them to the office.

• Responsible for reception, supporting internal and external guests visiting the office.

• Manage all incoming calls to the main office line and direct only relevant calls to the team.

• Organize and coordinate internal & external company meetings and events e.g., by search of location, catering, booking of rooms and meeting facilities.

• Organize and coordinate company social events (summer/Christmas party, other social gatherings) e.g., by search of location, catering, booking of rooms and meeting facilities.

• Ideally, acting as the Health and Safety representative for the German office and ensure that all relevant Health and Safety legislation is adhered to.

• Support the Finance team with day-to-day operations in the area of debtor and creditors and related communication to clients and suppliers.

• Support the Finance team with starting the invoicing cycle in the Financial administration

• Support the Finance team regarding entering supplier invoices, entering expense reports.

• Support the Finance team regarding credit card documentation and preparation of credit card entries.

• Support the Finance team with other Finance-related tasks as needed.

• Liaise with IT and troubleshoot any issues and ensure that all hard-and software is functioning in all meeting rooms and support the team in attending to any IT related issues that may impact their work.

• Day-to-day administrative support and correspondence for the team.

• Processing of incoming and outgoing mail

• Responsible for the efficient management of the office inbox.

• Support the HR team with onboarding of new employees by arranging equipment for the new hires and ensuring that they have received their equipment and/or the workplace in the office is set up on time for their first day of work.

• Support the team with registering for conferences and external trainings.

• Liaise with the Finance team with regards to purchase orders and invoice management.

• Manage all the travel and accommodation bookings for the team, while keeping an eye on the costs.

• Liaise with external vendors and service providers and manage their contracts.

• Liaise with the Management and notary to ensure that the commercial registry is up to date.

• Appropriately manage information of a highly confidential and critical nature.

• Assist in keeping business information/databases up to date e.g., external vendors, chamber of commerce etc.

Qualifications:

• Previous work experience as an Office Assistant, Office Coordinator, Administrative Assistant, Team Assistant or similar.

• Excellent customer service skills.

• Experience in supporting employees at all levels within the organization.

• Excellent verbal and written communication skills in German and English.

• Knowledge of MS Office applications including MS PowerPoint, Excel and Word required.