Administrative Affairs Specialist

Job Description

We are looking for an experienced Administrative Affairs Specialist to join our team.

The role is responsible for supporting and coordinating a wide range of administrative operations, including facility management, transportation services, security, catering, cleaning services, company vehicles, supplier management, procurement, and workplace services, while ensuring efficient day-to-day operations and compliance with company standards.

Qualifications

What You’ll Do

• Coordinate the maintenance, inspection, and organization of warehouse, office, and common areas, including the preparation and follow-up of periodic and annual maintenance plans.
• Monitor cleaning, catering, employee transportation, security, and pest control services to ensure compliance with contracts and company standards.
• Monitor the operational processes and performance of contractors and external service providers.
• Follow up on contractor workforce processes, including headcount, timesheets, overtime, and required documentation.
• Plan and coordinate employee shuttle routes and transportation services to ensure efficient operations.
• Coordinate logistics, food & beverage, and related procurement activities for company events in collaboration with Human Resources.
• Identify procurement needs within Administrative Affairs, conduct market and price research, collect and compare quotations, and coordinate approval processes.
• Review service invoices and coordinate the relevant processes with internal departments.
• Monitor monthly Administrative Affairs costs and prepare reports for management.
• Coordinate the maintenance, legal documentation, and administrative processes of company-owned and leased vehicles.
• Manage the counting, control, relocation, and disposal processes of fixed assets.
• Manage administrative processes related to employee mobile lines, office access cards, and workplace services.
• Coordinate the procurement of office supplies, consumables, and other internal requirements.
• Monitor processes related to waste management, archive areas, and environmental requirements.
• Liaise with public authorities and governmental institutions when required.
• Ensure the secure and accurate transfer and delivery of official correspondence, documents, and confidential materials.
• Coordinate the distribution of employee clothing and equipment in collaboration with the Occupational Health & Safety team.
• Ensure Administrative Affairs processes comply with applicable legislation, personal data protection requirements, Information Security standards, and Integrated Management System requirements.

Your Profile

• Bachelor’s degree from a university.
• At least 3 years of experience in Administrative Affairs and/or Procurement.
• Experience in facility management, contractor management, and service provider coordination.
• Hands-on experience in managing employee transportation, catering, cleaning, and security services.
• Knowledge of quotation collection, price comparison, supplier evaluation, and procurement processes.
• Experience in cost tracking and management reporting.
• Proficiency in Microsoft Office applications.
• A hands-on approach with the ability to closely follow field and operational processes.
• Strong planning, organization, communication, and coordination skills.
• Analytical, responsible, detail-oriented, and solution-focused.
• Military service completed for male candidates.

Additional Information

What We Offer

• A global work environment with exposure to international teams and operations
• Opportunities for professional growth, learning, and career development
• A collaborative and supportive team culture
• A dynamic workplace where you can drive operational excellence and continuous improvement
• Being part of Bertelsmann SE & Co. KGaA, one of the world's leading media and service companies
• Employee-focused culture that values innovation, teamwork, and development

Disclosure requirements pertaining to the collection of your personal data:

Responsible for processing the information provided in your application is the company specified in the job advertisement, with its registered office as indicated. The company processes your data for the purpose of establishing an employment relationship on the basis of Art. 6 (1) b GDPR / Section 26 (1) sentence 1 BDSG.

The retention period for your data is determined by the statutory time limits applicable in the respective country, beginning upon completion of the recruitment process. You can find these here.

You can contact the company’s Data Protection Officer at the above-mentioned postal address. 

Further information on data protection and your rights can be found here.

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