German speaking Office Administrator

A Japanese IT company is seeking a German speaking Office Administrator to join their Düsseldorf office.

In this role, you will be responsible for ensuring the smooth-running of the office, supporting colleagues to maintain optimal productivity and efficiency.

The ideal candidate will have excellent organisational skills, strong communication abilities, and proficiency in MS Office.

Office Administrator Main Responsibilities

• General office administration and correspondence management
• Manage and distribute information across the office and other group companies
• Receive and look after visitors, answer phone calls, and support daily operations
• Coordinate office activities to ensure efficiency and compliance with company policies
• Conduct all tasks related to sending/receiving parcels and special delivery mail
• Arrange logistics and courier services on behalf of co‑workers
• Manage mobile phones, related contracts, and company vehicle arrangements including insurance renewals
• Conduct stock checks, replenish supplies, and order business cards for staff
• Maintain company records (staff, telephone, key lists, etc.) and office equipment
• Manage travel arrangements for upper management and support new starter processes
• Prepare timely reports and presentations as assigned
• Assist in planning and arranging events and liaise with directors on ad hoc requests
• Maintain regular communication with building management and landlords
• Act as first aider, fire warden, and evacuation helper
• Handle administrative tasks related to corporate insurance including documentation, contract updates, and claims support

Office Administrator Ideal Candidate

• At least 2 years of experience in an office administration role
• Highly motivated, proactive, and calm under pressure
• Strong planning, organisational, and multitasking skills
• Excellent communication and interpersonal abilities
• Professional telephone and business manners
• Strong IT skills; proficient in MS Office (Word, Excel, PowerPoint)
• Business‑level fluency in both English and German
• Japanese language skills beneficial; understanding of Japanese culture essential
• Ability to maintain confidentiality and work confidently with all levels of management and suppliers