Administrative Specialist - DACH region

Job Description:

What you'll do:

The Admin Specialist for Tranings and Equipment role is aimed at supporting the service DACH Cluster by managing related admin activities. The role coordinates mandatory trainings, certifications, documentaion and related logistics, ensuring requirements are met accurately and on time while managing multiple priorities in a fast-paced environment. Acting as a point of contact for training-related topics and ordering field service equipment for the current team and new employees. The role works closely with internal stakeholders and service partners, requiring strong organisational skills, attention to detail, and clear communication.
Training Planning & Organisation
* Organising internal and external seminars, conferences and meetings, including preparation and follow-up (internal coordination with Trainers and others, hotel booking, preparation of invitations, Creation and distribution of certificates and seminar materials etc.)
* Align logistics, training timelines, and requirements with operational needs.
* Maintain accurate records and planning tools to support visibility and reporting.
Administrative & Logistics Support
* Provide administrative support for travel-related logistics, including scheduling, training coordination, and documentation preparation.
* Coordinate logistics for trainings, certifications and all documentation
* Support internal teams with scheduling, tracking, and status updates.
* Processing orders in SAP, Ariba and online shops, tracking goods receipts and invoice allocation (PPE/Tools, IT Equipment)
* Providing support to ensure an effective and successful onboarding process for new employees
* General office tasks (e.g., internal and external correspondence, document filing, etc.)
* Special tasks as assigned (e.g., coordination activities and participation in projects, monitoring project objectives)

Qualifications:

* Bachelor's degree in Safety, Law, Finance or STEM
* Completed commercial apprenticeship with several years of experience in an administrative/assistant role.

Skills:

* Analytical, organizational, and communication skills
* Strong computer skills with experience in Word, Excel, PowerPoint, SAP
* Language: Fluent in German and English, both written and spoken. Dutch knowledge is advantage
* Good interpersonal skills with the ability to work both independently and in a team environment.
* Possess a cooperative temperament and have demonstrated the ability to create and maintain a positive working relationship with employees and contractors.

What we can offer to you:

* Wide range of Employee Benefits: Hybrid work model, Annual bonus, Cafeteria, Private Medical Insurance, Life Insurance, Eye-glass refund, AYCM partnership, Internal reward system (E-Stars)
* Employee Wellbeing Support: Access comprehensive support programs designed to enhance your overall wellbeing
* Family Friendly: Enjoy a family-friendly environment with policies that support work-life balance
* Talent Management and Career Development: We are dedicated to your professional growth, with a strong focus on internal mobility, continuous learning, and peer coaching
* Dog-Friendly: Bring your furry friend to work in our dog-friendly office
* Dedicated Spaces: Utilize our family room, multi-prayer room, stretching room, and chill room for your comfort and convenience
* Company Yoga Sessions: Participate in regular yoga sessions to stay fit and relaxed
* Social Responsibility: Join a socially responsible organization committed to making a positive impact
* Employee Appreciation Day: Celebrate with us on Employee Appreciation Day, recognizing your hard work and contributions