Description
We are seeking an office-based Workplace Administrator / Receptionist to support the smooth day-to-day running of our Frankfurt office and join the Global Real Estate & Workplace Evolution team (GRE & WE).
You will help maintain a professional, welcoming, efficient workplace and ensure the office remains well organised, fully stocked, and tidy at all times.
Responsibilities
- Act as the first point of contact for visitors, contractors, and deliveries
- Manage reception duties and present a professional, welcoming front-of-house presence
- Answer and direct calls, emails, and general office enquiries
- Ensure meeting rooms, common areas, and reception spaces are presentable and ready for use
- Keep the office stocked, organised, and tidy, including kitchen, stationery, print, and general office supplies
- Coordinate office repairs, maintenance issues, building access, and landlord/building management requests
- Support office health, safety, and general workplace compliance requirements
- Provide day-to-day administrative support to the Bureau Chief and Managing director
- Manage calendars, room bookings, desk bookings in Kadence and visitor arrangements as required
- Assist with travel bookings, itineraries, and related logistics where required
- Prepare documents, presentations, correspondence, and meeting materials
- Maintain filing systems, contact lists, and administrative records
- Support internal events, team meetings, and office activities
- Process invoices and purchase orders in SAP accurately and on time
- Track purchase orders, invoice status, coding, approvals, and payment follow-up, working closely with Finance teams
- Liaise with internal finance and procurement teams to resolve invoice or PO queries
- Assist with vendor administration and supplier set-up where needed
- Provide back-up assistance to GRE & WE Lease Admin team where needed to cover absence/busy periods
Requirements
- 3-5 years of experience in an office administrator, receptionist, team assistant, or similar role; processing invoices and purchase orders in SAP
- Experience supporting senior stakeholders or executives, ideally including diary and meeting coordination
- Experience working in a busy office-based environment
- Strong organisational skills and attention to detail
- Professional and approachable manner with excellent interpersonal skills
- Confident managing multiple priorities and responding quickly to day-to-day office needs
- Good written and verbal communication skills
- Comfortable working independently and taking ownership of office operations
- Proficient in Microsoft Office applications and Google Suite products
- Reliable, proactive, and service-oriented approach
- Ability to maintain confidentiality and exercise sound judgement
Preferred Qualifications
- Fluency in German and English languages
- Experience in an international corporate or newsroom environment would be advantageous
Benefits
- Comprehensive Healthcare Plans
- Paid Time Off
- Retirement Plans
- Comprehensive Insurance Plans
- Lifestyle programs & Wellness Resources
- Education Benefits
- Family Care Benefits & Caregiving Support
- Commuter Transit Program
- Subscription Discounts
- Employee Referral Program