Support Office & Contract Administration Assistant

Support Office & Contract Administration Assistant

Serco GmbH has established itself as a strong service provider in the German market, delivering high-quality engineering, technical, and management services across a variety of sectors. From its strategic position in Darmstadt, Serco supports critical operations for space, satellite, and technology projects, providing expertise in ground systems management, data processing, and mission logistics. Serco’s comprehensive service portfolio, backed by decades of experience, ensures operational excellence and efficiency, making it a trusted partner for both commercial and governmental clients in Germany. This strong foundation allows Serco GmbH to drive innovation and deliver value across the industry.

We’re looking for a Support Office & Contract Administration Assistant, to reinforce the team in our Germany office!

We look forward to meeting you!

Main Responsibilities

As Support Office & Contract Administration Assistant you will be responsible for:

Reporting to the German Contract Director, the appointed candidate will undertake the following:

• Contract administration:
  • Preparation of financial data for customers.
  • Processing 'Confirmations & Invoices' in customer's SAP system.
  • Preparation/consolidation and tracking of customer documents, such as financial reports, minutes of meetings, timesheets, etc.
  • Management/processing of timesheets.
  • Managing/coordinating customer RfOs.
  • Tracking and follow-up on governance requirements (i.e. leave booking, Serco Essentials training, training plan).
  • BERs, overtime request handling.
• Invoice preparation and handling:
  • Preparation of sales invoices (using SOUT) and credit memos (in SAP).
  • Sending sales invoices out to customers (email attachments or in customer system).
  • Support RTR during month-end un-billed revenue preparations.
• Bid support (populating job specs for recruitment, etc.).
• General support of the daily contract management activities in Germany.
• General office communication and company representation.
• Organisation and administration of the reception area and office, including office purchase management.
• Reception and care of our guests and customers.
• Purchase management including quality assessments, expense tracking and reporting, and raising purchase orders for stationery and hardware.
• Ordering and administration of mobile phones.
• Administration of company cars.
• Handling and logging incoming and outgoing correspondence, e.g. post, invoices, delivery notes.
• Uploading documents to Docusign.

Successful Candidate

Do you think you are the candidate we are looking for? See below what experience or knowledge you should bring:

The position requires a proactive person with excellent organizational skills, a meticulous attention to detail, and a hands-on mentality.
As the position is working with the German management team, being a good team player is essential.

• Good communication skills are essential.
• Computer literacy and good MS Excel and Word (Microsoft 365) skills are required for the position.
• Experience with SAP is a plus, as well as a good general understanding of company finance/commercial activities.
• Fluency in German and English is a prerequisite for the position.
• You should have a good educational background together with a successful proven experience in an administrative assistant or similar role.
• Some financial/business experience/understanding and appropriate IT skills in combination with being a quick learner and able to process new things quickly is more important than professional/educational background.

What we offer if you join our amazing team:

• Serco GMBH offers relocation support for all EU passport holders planning to relocate to Germany:
  • Relocation allowance: including a one-way flight ticket, transportation, and 1 month in a hotel while securing permanent housing.
• Participation in pension and health scheme.
• 30 days of holiday.

About the Company

Serco GmbH has established itself as a strong service provider in the German market, delivering high-quality engineering, technical, and management services across a variety of sectors. From its strategic position in Darmstadt, Serco supports critical operations for space, satellite, and technology projects, providing expertise in ground systems management, data processing, and mission logistics. Serco’s comprehensive service portfolio, backed by decades of experience, ensures operational excellence and efficiency, making it a trusted partner for both commercial and governmental clients in Germany. This strong foundation allows Serco GmbH to drive innovation and deliver value across the industry.

Why should you join Serco?

At Serco, not only is the nature of the work we do important, everyone has an important role to play.

Meaningful and vital work - You’ll contribute to methodologically intercepting challenges whilst achievements will also be recognised and celebrated.

A world of opportunity - You’ll be wholeheartedly supported with development and career progression.

Great people - You’ll become an integral member of a well-defined and supportive team who believe passionately in the value of our work. We are a company passionate about diversity and inclusion.

We are a diverse and inclusive organisation

At Serco, we see people first and foremost for their performance and potential and we are committed to supporting the needs of all our colleagues. It’s a mix of people from different backgrounds, experiences, and opinions that keeps our culture strong and vibrant.

We believe in equity, so we strongly encourage applications from a diverse range of candidates. Disabled applicants who meet the minimum criteria for the job are encouraged to apply and demonstrate their abilities in an interview. We also welcome a conversation about any adjustments that would make the interview process more accessible for you. Wherever possible we are open to discussions around flexible working and we operate a hybrid work structure in many of our business areas.

In the UK, we are proud to be a Disability Confident Leader in the government’s scheme and hold the Gold Inclusive Employer Standard; in Belgium, we are a partner of Diversicom and a member of Charter der Vielfalt in Germany.

If you have any questions, please do not hesitate to reach out to The Serco Europe Recruitment Team.

Important

Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law.

Please contact the recruitment team if needed.

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Support Office & Contract Administration Assistant

• Salary: Salary is available upon application.
• Frequency: Monthly
• Job Reference: G024/SO/10274
• Contract Type: Permanent
• Closing Date: 30 April, 2025
• Job Category: Administration, Coordination, EA & PA