Secretary – Office Manager
Employment Information
Report this job
Job expired or something wrong with this job?
Job Description
Office Manager organisiert Büroabläufe, Kundenkommunikation und Finanzadministration für Project Bay, Europas Netzwerk für Workation und CoWorking. Unterstützung bei Terminen, Reisen und vorbereitender Buchhaltung.
Responsibilities:
- Handling routine business correspondence
- Managing incoming and outgoing mail
- Organizing and maintaining digital and physical document management
- Serving as the first point of contact by phone and email for customers, partners, and service providers
- Politely receiving and forwarding inquiries internally
- Preparing quotations and issuing invoices
- Handling preparatory tasks for accounting
- Coordinating appointments
- Planning team travel
- Preparing meetings
- Collecting, reviewing, and sorting invoices and receipts
- Managing quotations
- Working closely with the tax advisors and/or managing directors
Requirements:
- Successfully completed commercial training (e.g., office management specialist, secretary, hotel management specialist) or several years of experience in a comparable administrative role
- Exceptionally structured, conscientious, and independent approach to work
- Discretion and reliability
- Proficiency with MS Office (Word, Excel, Outlook) and/or Google Workspace
- Excellent written and verbal German communication skills
- Friendly, professional telephone manner
- Enjoyment of routine tasks and the ability to maintain an overview when handling numerous simultaneous inquiries
- Team-oriented mindset
Benefits:
- Fixed-term employment through December 16, 2027, with the possibility of extension
- Thorough onboarding and job security
- A friendly team and an open working environment
- Regular full-time working hours supporting a healthy work-life balance
Similar Jobs
Mobile Business Office Manager
Mobile Business Office Manager supporting CommuniCare’s West Virginia post-acute care facilities. Managing billing, collections, admissions, and business office staff across multiple centers.
Administrative Assistant – Vacation Planning
Part-time remote assistant supporting Never Ending Travels’ vacation planning operations. Organizing client records, reservations, itineraries, deadlines, and communications.
Administrative Assistant
Administrative Assistant supporting project managers, vendors, clients, and financial tracking for a U.S. construction company. Remote from Latin America with a 40-hour Monday–Friday schedule.
Admin Assistant
Part-time administrative assistant supporting GoFasti client SharePoint, IT, advertising, and video tasks. Remote Latin America project with Mountain Time availability and advanced English required.
Administrative Assistant
Administrative Assistant supporting NATO HR services and employee lifecycle administration. Improving procedures and handling high-volume HR Help Desk operations remotely.
Senior Administrative Assistant
Sr Administrative Assistant providing correspondence, billing, records, and office support for Sedgwick’s insurance operations. Telecommuter role serving Michigan, Indiana, Ohio, Wisconsin, Illinois, and Kansas.
Administrative Assistant
Admin Assistant managing inboxes, documents, data, and diaries for a UK-based team. Fully remote from South Africa during UK business hours.
Office Manager
Virtual Office Manager supporting a family-owned Texas plumbing company remotely. Managing inboxes, finances, permits, recruiting, payroll data, and operational trackers.
Administrative Coordinator
Coordenador administrativo representando a Med Mais na gestão de contratos de Emergency Response. Organizando demandas, profissionais, evidências, chamados, absenteísmo e faturamento mensal.
HR, Administrative Assistant
Finance, HR and administrative assistant supporting CREA, an independent organisation researching air pollution and clean energy. Managing financial records, payroll, contracts and personnel administration remotely.
Administrative Assistant, Director, Sales
Administrative Assistant supporting Cisco sales directors in its AI and networking technology business. Managing calendars, meetings, travel, expenses, and confidential special projects.
Administrative Assistant, Director, Sales
Administrative Assistant supporting two Cisco sales directors at a technology infrastructure company. Managing calendars, meetings, travel, expenses, communications, and special projects remotely across the United States.
Administrative Assistant
Remote Administrative Assistant supporting DigiHyre, a recruitment partner for IT, software, digital marketing, and e-commerce professionals. Maintaining accurate data, records, reports, and operational documentation.
Operations and Administrative Coordinator
Remote coordinator supporting transportation operations, driver scheduling, and customer communications. Managing payroll, invoicing, collections, tracking systems, and administrative workflows.
Senior Administrative Assistant, PBS Operations
Remote administrative assistant supporting Evernorth Pharmacy Benefit Services leadership. Managing calendars, meetings, presentations, expenses, travel, and operational coordination.
Junior Office Manager, HVAC – Accounts Receivable Focus
Junior Office Manager collecting overdue HVAC invoice payments for WorkHero, which provides office support and AI tools to small HVAC businesses. Handling calls, payment follow-ups, scheduling, and documentation.
Admin Assistant, AI Automation – Workflows
Admin Assistant automating workflows for an Australian construction company. Building Monday.com and Zapier systems while supporting administration, reporting, and process improvement.
Gerente de Oficina – Transformación y Proyectos
Gerente de transformación y proyectos tecnológicos en CaixaBank, grupo financiero español. Liderando el gobierno, ejecución, presupuesto, riesgos y recursos del Programa Cosmos.
Administrative Assistant
Administrative Assistant supporting Qureos Inc’s construction operations for homes under construction. Managing utilities, credit card expenses, permits, records, and vendor follow-ups.
Bookkeeper, Office Manager
Bookkeeper and Office Manager maintaining a UK company’s books and administrative operations remotely from South Africa. Managing reconciliations, invoicing, payments, records and team coordination.