Administrator

Job Responsibilities

1. Daily Operations Management

• Manage office key access and conduct safety patrols.

• Maintain cleanliness and order for office areas, pantries, restrooms and storage rooms.

• Manage office equipment (printers, projectors etc.) and coordinate repair arrangements as needed.

• Oversee full-cycle office supplies work: procurement, stock-in, inventory check and distribution.

• Coordinate allocation of employee parking spaces.

2. Mail and Parcel Management

• Process correspondence delivered to Germany registered address and promptly feedback relevant info to China-based team.

• Track receipt and handover of critical documents & materials.

• Maintain liaison with local logistics partners including DHL.

3. Government & Bank Affairs

• Assist with local German policy consultation and on-site administrative formalities.

• Travel within Germany and neighboring countries to submit documents and communicate with tax offices & government authorities upon request.

• Support in-person bank counter services as well as document drop-off & pickup.

4. Visitor & Meeting Support

• Welcome and escort visiting clients & overseas guests.

• Arrange meeting room booking, onsite setup, equipment debugging and catering.

5. Expense Reimbursement & Cost Control

• Collect monthly expense applications from European offices, verify costs and complete procurement acceptance checks.

• Guide employees through reimbursement formalities.

• Process auto-debit payments (local telecom, broadcasting etc.) and validate related charges.

• Compile regular administrative expense summaries and submit monthly cost reports.

• Optimize procurement channels to cut administrative overhead.

6. Employee Support & Event Assistance

• Help organize internal activities: team building, holiday celebrations and other corporate events.

• Support expatriate staff on apartment hunting, lease negotiation and official address registration.

• Cooperate with local car rental vendors to improve staff transportation solutions.

7. Onboarding & Offboarding HR Administration

• New hires: allocate office keys, working equipment and workstations.

• Departing staff: recover company-owned assets & devices, cancel relevant access permissions.

8. Fixed Asset & Equipment Management

• Collaborate with China team to perform fixed asset stocktaking for Germany office.

• Inspect, clean and warehouse idle surplus assets regularly.

• Administer registration for equipment distribution, return, transfer and loan.

• Support cross-border asset relocation: collect assets from resigned employees in Germany and adjacent countries and ship back to relevant departments.

9. Basic IT Support

• Troubleshoot common IT faults: Wi-Fi, printers and peripheral devices.

• Engage local IT vendors for network & laptop maintenance.

• Assist IT team with device reset for leavers.

Job Requirements

1. Education & Language Proficiency

• Bachelor’s degree or above.

• Fluent German (C1+), capable of independent communication with local government, banks and suppliers.

• Solid English skills (listening, speaking, reading & writing) for daily coordination with China team.

• Mandarin Chinese proficiency is mandatory for daily work.

2. Work Experience

• Previous admin/general affairs/HR admin experience in multinational enterprises.

• Preferred: familiar with German local administrative workflows (property coordination, bill settlement, vendor management).

• Preferred: working experience at Chinese-funded overseas enterprises with understanding of Chinese corporate culture & cross-timezone collaboration.

3. Professional Skills

• Advanced command of MS Office Suite (Excel, Word, PowerPoint).

• ERP/OA system operating experience is a plus.

• Basic finance competency to independently finish expense audit and monthly report drafting.

• Bonus: familiar with German local labor law, tax rules and commercial registration procedures.