Jobbeschreibung
We provide our clients with the best prospect of success before competition authorities and courts by understanding the competitive reality of their industries. We combine this with rigorous economic analysis, supported by facts and data, cutting edge techniques, presented in clear and compelling expert reports. Our approach is practical and user-friendly; we prioritise what matters.
Summary of role
The Office Administrator is responsible for effectively carrying out administrative duties for RBB's offices in Düsseldorf and Berlin. The role covers a range of activities including general administrative, reception and marketing responsibilities, facilities management, events organisation and support for some IT/Finance activities.
This role requires an ability to multi-task and communicate effectively with a range of contacts both internally (across the firm) and externally.
Duties and Responsibilities
Reception/General Administration:
· Answer incoming phone calls and take messages for staff
· Receive office deliveries and arrange couriers
· Refill office stationery and kitchen supplies
· Provide administrative support to the other offices in the absence of the Office Managers as required
· Meeting arrangements, room set up and catering orders
· Organising logistics and welcome for new starters
· Monitor email-boxes and respond promptly to requests
· General administrative support to Partners and staff as required
Office Facilities Management:
· Help keep the shared areas of the office in a tidy and professional order
· Find new suppliers, and manage contracts (for example: kitchen supplies, fruit delivery, plants, stationery)
· Manage the alarm system and the access system
· Interact with landlord and concierge to resolve day to day issues arising relating to the office
Finance:
· Management of German invoices verification and records in coordination with the Finance team
· Coordinate the credit cards for the Partners in Germany
IT:
· Provide/order/install standard IT equipment (eg docking stations, screens) as required
· Replace or arrange for faulty items to be mended
· Co-ordinate on the above between external and internal IT team
· Oversee the general efficiency of office services (eg Internet, phone quality)
Marketing/Events Organization:
· Support for marketing events organisation
· Support with updating German Clients Database in coordination with relevant staff
· Organisation/support for local social events for clients and staff Distribution of marketing materials eg. Invitations, announcements
· Ordering business cards and branded products
Skills and experience required
· Ideally previous experience in an office administration role
· Effective written and verbal communication skills in both German and English
· Ability to be resourceful and proactive in dealing with issues which may arise
· Flexible and adaptable to a changing workload
· Ability to build relationships and liaise effectively across the firm and externally at all levels
· Strong team player but with the ability to work independently
· Strong organisational and time management skills; able to prioritise and multi-task effectively
· High degree of accuracy and attention to detail
· Skills in MS Office
If you are interested in applying for this position, please provide your CV and Cover Letter, both written in English.
HR advisor
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