Office Manager

Planon Office Managers, part-time, (f/m/d) DACH – Duisburg & Frankfurtin Germany

To help drive our growth, Planon is seeking a bright, organized, multi-tasker. We strive to rearrange our office support for our DACH region in a tandem model, offering two vacancies of each 20 hours per week. One person to be located in our office in Duisburg and one in our Frankfurt office.

While offering flexibility and hybrid work this role comes along with regular office attendance in your dedicated office, on average at least twice a week.

As the office manager you will maintain and strengthen our pleasant work environment, ensuring a high level of organizational effectiveness and communication. Joining the company, you will play a key role in setting up many organizational processes from scratch. Are you ready to jump into action?

Position

As an Office Manager, you will ensure the office’s day-to-day operations run smoothly and efficiently.

You work closely in a team with our Management, HR Business Partner and Business Controller. In addition, you will report to the General Manager DACH.

You successfully manage our offices by:

• Smooth administrative support and assistance to our staff in daily business i.e., handle post and calls, set-up conference calls, support in routine reporting and analysis preparation, handle internal & external meeting requests and prepare agenda for meetings
• Offer pro-active planning support, anticipating needs for meetings, seeking, and coordinating information where appropriate, alerting to forthcoming deadlines
• Handle facility related tasks: fleet & phone management, support audits, organize local (business) events and purchase office supplies for offices in our region
• First point of contact for (potential) customers through incoming phone, mail
• Welcome visitors and make sure they get the best service
• Support HR (e.g. welcoming new employees, data administration)
• Support Finance by gathering and scanning of invoices
• Personal assistance to General Manager: provide assistance in various areas such as travel planning, meeting coordination, power point presentations

PROFILE

A company is nothing without its people. Our diverse group of employees is the beating heart of our business and the key to our collective success. To maintain our success we need you to be energetic, ambitious and motivated.

To fulfill our mission, we need you to act as a reliable employee champion. You are open, communicative, energetic, and service-oriented. With your excellent organizational skills, you continue to support our offices mainly in Germany. Remotely you will support a small office in Switzerland and a few Austrian colleagues as well.

Our ideal candidate ticks the following boxes:

• A commercial education (e.g. office management assistant, industrial clerk)
• 2 years of experience with administrative and clerical work
• A trustworthy nature while handling sensitive information
• Great organizational and time management skills
• Preference of working on various tasks simultaneously
• Excellent speaking and writing skills in English and German

Preferably, our ideal candidate is also familiar with the Microsoft Office suite.