Office Administrator

Summary of role

The Office Administrator is responsible for effectively carrying out administrative duties for RBB's offices in Düsseldorf and Berlin. The role covers a range of activities including general administrative, reception and marketing responsibilities, facilities management, events organisation and support for some IT/Finance activities.

This role requires an ability to multi-task and communicate effectively with a range of contacts both internally (across the firm) and externally.

Reception/General Administration

• Answer incoming phone calls and take messages for staff
• Receive office deliveries and arrange couriers
• Refill office stationery and kitchen supplies
• Provide administrative support to the other offices in the absence of the Office Managers as required
• Meeting arrangements, room set up and catering orders
• Organising logistics and welcome for new starters
• Monitor email-boxes and respond promptly to requests
• General administrative support to Partners and staff as required

Office Facilities Management

• Help keep the shared areas of the office in a tidy and professional order
• Find new suppliers, and manage contracts (for example: kitchen supplies, fruit delivery, plants, stationery)
• Manage the alarm system and the access system
• Interact with landlord and concierge to resolve day to day issues arising relating to the office

Finance

• Management of German invoices verification and records in coordination with the Finance team
• Coordinate the credit cards for the Partners in Germany

IT

• Provide/order/install standard IT equipment (eg docking stations, screens) as required
• Replace or arrange for faulty items to be mended
• Co-ordinate on the above between external and internal IT team
• Oversee the general efficiency of office services (eg Internet, phone quality)

Marketing/Events Organization

• Support for marketing events organisation
• Support with updating German Clients Database in coordination with relevant staff
• Organisation/support for local social events for clients and staff Distribution of marketing materials eg. Invitations, announcements
• Ordering business cards and branded products