Office – Project

About the position

• As our new Office (Project) Assistant & Business Support you will be responsible for providing support to all departments within the business. You will be a vital part of the reception and business support team ensuring all departments have the support they need to be successful. You will ensure that all documentation is submitted and received in accordance with the project requirements for the sales & execution team and the documents list are maintained updated. Youi will also be responsible for the compilation of other tasks assigned by the sales & project team (e.g. internal/external expediting for the documentation etc).

Key responsibilities:

• Admin support (German office):
• Co-ordinate travel arrangements, including flights, visas, A1 certificates, visitor trips, restaurant booking, taxi, car hire and hotel reservations.
• Purchasing Office Supplies.
• Managing office services and invoices.
• Organizing conference room bookings, room preparation, order catering, ensure clean and tidy after events.
• Reception duties and administration support for all departments as required 


• Project support for the sales & execution team:
• Supporting sales activities and preparation of standard sales activities like service work or spare parts.
• Optimizing profitability and revenue for each service visit, by preparing travel and spare parts offerings well in advance.
• Freight forwarding for the office and projects – in corporation with our logistic colleges in UK.
• Preparing document front sheets and transmittal notes for submittal.
• Adhering to procedures and record internal/Client documentation within the data management system.
• Adhering to project specific numbering and revision requirements.
• Expediting of documents from clients, suppliers and internally to ensure project schedules are met.
• Liaising with Quality, Purchasing, Manufacturing and sub-vendors to be able to compile manufacturing records books.
• Using resource tools such as ZOE, SAGE and the company quality management system.
• Assisting with the compilation of operating and maintenance manuals.
• Working closely with the projecting team to ensure documentation is complete and projects are delivered on time and to budget.

What type of person are we looking for?

• Previous reception and (technical) office administration experience. 
• Excellent MS Office Skills – Outlook/Word/Excel/PowerPoint, and comfortable learning new systems and portals. 
• Excellent communicator – verbal, written and face to face.
• A friendly and welcoming person with a “can-do” positive attitude .
• Excellent team player, resourceful, well organised, highly dependable, efficient and detail orientated.
• Ability to use initiative and make decisions autonomously but with attention to detail. 
• Must be in commutable distance to office in Krefeld.
• Language Skills: Must be Fluent German C2 level and English