Multimatic is a privately held global enterprise supplying engineered components, systems, and services to the automotive industry. The company’s success has been fueled by its ability to attract and motivate a team of highly skilled and passionate individuals who want to shape the future of automobiles.
Multimatic Product Services (MPS) specializes in providing Product Engineering and Sales Management activities to the global customer base and supporting our internal business units. Our employees are provided with opportunities to work with some of the most innovative technologies, manufacturing operations and automotive customers throughout the world.
Position: Office Manager
Location: Neven DuMont Haus, Amsterdamer Str. 192, 50735 Köln
Position Summary:
Seeking a highly motivated individual to support the Multimatic Product Services office in Köln, Germany, as Office Manager. Our ideal candidate has a progressive career in office management, and experience supporting technical professionals in a fast paced, professional setting.
This position has the authority to take photographs and video within Multimatic. Usage of photos and media is restricted to internal use only and/or sending externally upon approval as part of job-related correspondence.

Position Qualifications:

• Minimum of 5+ years of experience as an Office Manager, Administrative Assistant, or related role, with a progressive scope of responsibility.
• Experience in online banking processes and transactions (HSBC) is required.
• Ability to work on site from 8am-5pm, Monday-Friday, with occasional overtime or schedule updates based on business needs.
• Must be fluent in German and English (reading, writing, and speaking). Italian language beneficial.
• Excellent computer skills, with a strong working knowledge of Microsoft Excel, Word, PowerPoint, Project, and Outlook software.
• Extensive experience in managing confidential material.
• Positive, customer centric approach to supporting employees and guests.
• Excellent communication skills and ability to work in a diverse team with different nationalities and cultures.
• Solutions-based approach to problem solving.
• Organized, accurate, and attentive to details.
• An entrepreneurial mindset and roll-up-the-sleeves work ethic with perseverance.
• Ability to make independent decisions that may be of a complex nature.
• Experience within the Automotive or Manufacturing industry is a plus.

Key Responsibilities:

• Independent performance of daily tasks, organizational and administrative activities in the management secretariat of the Köln office, including independent handling of internal and external correspondence in German and English language.
• Provide a welcoming environment for visitors by supporting internal and external customers as the first contact with the Multimatic Köln office.
• Administrative duties which include management of incoming calls, emails, mail, and assuring prompt and accurate responses.
• Office management which includes office rental and price negotiations, office furniture, telephone providers, purchase and management of office supply inventory, equipment repairs, gifts for customers and employees as needed, and overseeing general office organization and cleanliness maintenance.
• Develop, maintain, and disseminate office processes and procedures, reviewing compliance, and identifying areas for improvement.
• Support colleagues with presentation development, preparation, and printing (monthly division meetings).
• Coordinate all branch offices including head office in Köln. Plan and coordinate appointments worldwide, e.g., with USA, Canada, England, China, and Asian offices, including the yearly MPS meetings.
• Complete event support at MPS events e.g., Tech Shows, Sales Meetings by completing offer preparation/framework agreements with event providers to negotiate special prices (hotels, etc.).
• Manage shipping process including requests and coordination of package pickup/distribution. Negotiation of special rates as needed and complying with shipping of dangerous goods.
• Support German site and other EU Multimatic colleagues with travel planning and organization. Prepare proper documentation for global travel as required e.g., work visas, revise travel expense reports, and ensure approval of travel expenses with leadership.
• Prepare and supervise monthly Company & Manager Expense Reports. Track and report GmbH and employees’ expenses separately.
• Reconcile office invoices (shipping, office supplies, etc.) and coordinate payments with the accounting team.
• Manage all banking transactions for GmbH Germany. Coordinate transactions for monthly salaries with corporate finance team in Canada and communicate with European tax (external) office.
• Coordinate with the company lawyer on contractual agreements e.g., termination of employees.
• Manage Germany Company Cars Fleet, including purchase of cars, registration and deregistration, arrangement of service and regular inspection for the cars, negotiation of insurance fleet tariff and agreed special tariffs.
• Knowledge of accounting requirements for sub-GmbH divisions (e.g., sub-contractor warehouses).
• Other duties as assigned.

Certificates, Licenses, Registrations:

• Ability to legally work in Germany.

Our work environment and physical demands:

• Up to 10% travel – local and international.
• The ability to work in an office environment.
• This may include sitting or standing for most the day.
• Although infrequent you may need to lift, carry, push, and pull material.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Multimatic is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
To learn more about Multimatic, check out our youtube channel -
https://www.youtube.com/watch?v=psOjJIh3t90
If you are interested in this position, apply by sending us your cover letter and resume.
We thank all interested candidates in advance; however, only individuals selected for interviews will be contacted.
As part of our commitment to ensuring our employment practices are fair, accessible, and inclusive of persons with disabilities, recruitment-related accommodations for disabilities, are available upon request throughout the recruitment and assessment process for applicants with disabilities.

• Independent performance of daily tasks, organizational and administrative activities in the management secretariat of the Köln office, including independent handling of internal and external correspondence in German and English language.
• Provide a welcoming environment for visitors by supporting internal and external customers as the first contact with the Multimatic Köln office.
• Administrative duties which include management of incoming calls, emails, mail, and assuring prompt and accurate responses.
• Office management which includes office rental and price negotiations, office furniture, telephone providers, purchase and management of office supply inventory, equipment repairs, gifts for customers and employees as needed, and overseeing general office organization and cleanliness maintenance.
• Develop, maintain, and disseminate office processes and procedures, reviewing compliance, and identifying areas for improvement.
• Support colleagues with presentation development, preparation, and printing (monthly division meetings).
• Coordinate all branch offices including head office in Köln. Plan and coordinate appointments worldwide, e.g., with USA, Canada, England, China, and Asian offices, including the yearly MPS meetings.
• Complete event support at MPS events e.g., Tech Shows, Sales Meetings by completing offer preparation/framework agreements with event providers to negotiate special prices (hotels, etc.).
• Manage shipping process including requests and coordination of package pickup/distribution. Negotiation of special rates as needed and complying with shipping of dangerous goods.
• Support German site and other EU Multimatic colleagues with travel planning and organization. Prepare proper documentation for global travel as required e.g., work visas, revise travel expense reports, and ensure approval of travel expenses with leadership.
• Prepare and supervise monthly Company & Manager Expense Reports. Track and report GmbH and employees’ expenses separately.
• Reconcile office invoices (shipping, office supplies, etc.) and coordinate payments with the accounting team.
• Manage all banking transactions for GmbH Germany. Coordinate transactions for monthly salaries with corporate finance team in Canada and communicate with European tax (external) office.
• Coordinate with the company lawyer on contractual agreements e.g., termination of employees.
• Manage Germany Company Cars Fleet, including purchase of cars, registration and deregistration, arrangement of service and regular inspection for the cars, negotiation of insurance fleet tariff and agreed special tariffs.
• Knowledge of accounting requirements for sub-GmbH divisions (e.g., sub-contractor warehouses).
• Other duties as assigned