Office Management Associate (m/f/d)

at  Moxa

Description
Moxa is a leading provider of industrial networking, computing, and automation solutions for enabling the Industrial Internet of Things. With 30 years of industry experience, Moxa has connected more than 30 million devices worldwide and has a distribution and service network that reaches customers in more than 70 countries. Moxa offers a full spectrum of innovative, high-quality solutions that have been deployed in a wide variety of industries, including factory automation, smart rail, smart grid, intelligent transportation, oil and gas, marine, and mining. Moxa’s expertise gives industry partners the tools they need to harness the power of automation network convergence and make their operations smarter, safer, and more efficient. Moxa delivers lasting business value by empowering industry with reliable networks and sincere service for industrial communications infrastructures. Information about Moxa’s solutions is available at www.moxa.com.
Unlock Your Full Potential as an Office Management Associate (m/f/d) at Moxa Europe!
Are you a proactive and organized individual with a passion for supporting teams and driving success? Look no further! As a Office Management Associate at Moxa Europe, you’ll be at the heart of our operations, providing high-grade operational and organizational support to our vibrant departments.
Your mission? To ensure seamless team collaboration and empower our talented members to reach their full potential. From scheduling and coordinating essential meetings to operations management and event planning, your contributions will be the driving force behind our team’s efficiency and overall productivity.
Join us on this exciting journey and make your mark as an essential part of the Moxa Europe family. Apply now and embrace a rewarding career where your skills and dedication will truly shine!

Role responsibilities

• Operations management: oversee the daily operations of the office to ensure efficiency and productivity, managing schedules, and office processes with high flexibility
• Administrative management: reception & switchboard duties including managing calls and greeting visitors; coordinate couriers and process invoices; enter data into the corresponding systems, and ensure adherence to relevant policies and guidelines
• Stakeholder support: provide comprehensive administrative support to General Management, including handling correspondence, scheduling meetings and coordinating appointments to optimize time management; support for the HR department in onboarding new hires and expatriates
• Event planning and execution: organize and manage company events, meetings, and conferences; ensuring all logistical details are handled effectively, including taking care of vendor contracting
• Travel management: responsible for the travel management tool and serve as the primary contact for resolving unexpected issues related to flights, accommodations, and transportation; provide travel assistance to stakeholders and support travel expense reimbursement
• Substitution for other office tasks: assist with supply and inventory management, as well as facility maintenance, when needed; complete ad-hoc projects as assigned

Qualifications

Professional Skills:

• Proven experience as an Office Manager, Team Assistant or similar administrative roles
• Effective time-management skills and an ability to organize and coordinate multiple projects
• Strong attention to detail to ensure accuracy in all aspects of work and prioritize effectively
• Proven experience in overseeing budgets and expenses
• Advanced proven proficiency in Microsoft Office and an aptitude for learning new software and systems
• Excellent written and spoken communication skills in English & German, other languages are a plus

Interpersonal Skills:

• Enthusiastic with a positive charisma and convincing attitude
• Very good collaboration skills but also an independent working style and high motivation
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Flexible hours as required by the needs of business for projects and meetings

• Operations management: oversee the daily operations of the office to ensure efficiency and productivity, managing schedules, and office processes with high flexibility
• Administrative management: reception & switchboard duties including managing calls and greeting visitors; coordinate couriers and process invoices; enter data into the corresponding systems, and ensure adherence to relevant policies and guidelines
• Stakeholder support: provide comprehensive administrative support to General Management, including handling correspondence, scheduling meetings and coordinating appointments to optimize time management; support for the HR department in onboarding new hires and expatriates
• Event planning and execution: organize and manage company events, meetings, and conferences; ensuring all logistical details are handled effectively, including taking care of vendor contracting
• Travel management: responsible for the travel management tool and serve as the primary contact for resolving unexpected issues related to flights, accommodations, and transportation; provide travel assistance to stakeholders and support travel expense reimbursement
• Substitution for other office tasks: assist with supply and inventory management, as well as facility maintenance, when needed; complete ad-hoc projects as assigne