HR&Admin Specialist; m​/f​/d

We are looking for a highly organized and motivated IT&Admin Specialist to join our team. The successful candidate will provide essential administrative support, ensuring smooth and efficient office operations. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The Office Administrative Assistant will coordinate office activities and operations while providing clerical and administrative support to management.

• Oversee the day-to-day operations of the Europe office, ensuring a professional, efficient, and well-maintained workplace.
• Manage office facilities, including workspace planning, meeting rooms, common areas, pantry, office equipment, and supplies.
• Coordinate office maintenance, repairs, cleaning services, and office lease-related matters.
• Support employee engagement initiatives by coordinating workplace logistics for company events, including birthday celebrations, team-building activities, holiday parties, and other employee activities.
• Partner with business teams to organize client and corporate events, including client dinners, showroom and office tours, and other business functions.
• Continuously identify and implement improvements to enhance workplace efficiency and the overall employee experience.
• Manage the procurement, inventory, maintenance, and lifecycle of office assets, including laptops, mobile devices, furniture, office equipment, and company vehicles where applicable.
• Maintain accurate asset records.
• Manage relationships with external vendors for office operations and workplace services.
• Identify, evaluate, and manage vendors to improve service quality, cost efficiency, and workplace experience.
• Coordinate vendor contracts, quotations, renewals, and service delivery.
• Process office-related purchase requests and invoices in collaboration with the Finance team.
• Support budgeting and monitor office administrative expenses.

• Serve as the primary point of contact for employees on workplace-related matters. Coordinate office access, parking arrangements, mail and courier services, and other workplace resources.

• Partner with HRBP for new hires, including workstation preparation, laptop configuration, office equipment, workplace supplies, office access, and company vehicle arrangements where applicable, ensuring everything is ready before the employee's first working day.

• Coordinate the return of company assets, including laptops, mobile phones, office equipment, access cards, and company vehicles where applicable.
• Coordinate with HR and IT to ensure all workplace-related off-boarding activities are completed in a timely manner.

• Work closely with HR, Finance, IT, and regional leadership to ensure efficient office operations and high quality workplace services.
• Support office relocations, workplace improvement initiatives, and cross-functional operational projects.
• Drive continuous improvement of office administration processes, workplace standards, and operational efficiency.

• Ensure the office complies with applicable health, safety, security, and regulatory requirements.
• Coordinate emergency response procedures, fire drills, and workplace safety inspections where applicable.
• Identify and address workplace health and safety risks and ensure appropriate corrective actions are taken.
• Maintain HSE and compliance-related records, documentation, and certifications.
• Coordinate with relevant internal teams, external service providers, and authorities on HSE and compliance matters where required.
• Support the implementation and continuous improvement of company policies, procedures, and compliance standards.

• Bachelor’s degree, with three to five years of experience in an administrative position.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service orientated skills.
• Excellent organizational skills, attention to detail and ability to work…