Administration Specialist (m/f/d)

Join a diverse team of approx. 2000 professionals across four continents, driving innovation and growth within intive’s technology hubs. Work alongside industry experts trusted by leading brands like Audi, BMW, Deichmann, Meta, NewsCorp, Tandem, Paramount, Vorwerk, and Warner Bros. Discovery to create pioneering, sustainable digital experiences.

At intive, agile thinking and deep industry expertise come together across Automotive & Mobility, Commerce, Financial Services, Healthcare & Life Sciences, and Technology, Media & Communication. Be part of a team that’s shaping the future of digital innovation.

Main objectives/responsibilities of the role:

As Office Assistant, you are point of contact for customers and visitors. Responsibilities include physical access control, keeping office supplied and organized, maintaining regsisters and files, telephone switchboard, communicating with landlords and service providers, event planning and execution, sorting and distributing incoming mail, preparing outgoing mail, coordinating shipments and attending to employee questions and concerns via a ticket system. Acting as support staff to Business Units: Finance, HR, Legal, IT and InfoSec among others.

Tasks of the role:

• Mobile phones administration: Assign contracts, provide eSim, distribute cell phone, obtain handover and return protocol, enter Asses ID in WD, cancel contracts, reset cell phone to factory settings

• Company car fleet management: Process of coordination with employees, HR & Finance, ordering, handover, reminder of upcoming inspections and tire changes, claims processing, lease return, fuel card management, communication with freight forwarders, car dealerships, responsible for pool cars

• Front desk (as a substitute for sick leave and vacation leave)

• All secretarial tasks (answering the telephone, processing incoming and outgoing mail, edit different mailboxes, Docu Sign) etc.

• visitor management: Data protection, visitor badge, wifi, visitor access cards

• Jira Ticket System edit

• All Purchase orders: office supplies, food and beverage, Licence, orders for colleges,..

• Weco Travel

• Support with Event Management: Create surveys, Coordination of dates, communication with catering, organizer and service provider e.g. photo box,... get an offer, send invitation internally, Preparing the event location, collect feedback internally

• Coordinate service providers such as cleaning companies and florists

• Courier service, national and international shipping of parcels

• Support onboarding and offboarding: Assemble packages, set up passwords, usernames and send them remotely

• Alarm system support: Manage access system, Safety Route

• Facility management: Forward defects in the building

• Preparation Finance: Request missing invoices

• Support with meeting preparation (preparing the room, checking cleanliness, preparing drinks and snacks)

• Master data maintenance

• Creation of statistics

• Update sharepoint

• Access control

Professional Requirements / Experience:

• At least a secondary school leaving certificate (Realschule)

• Excellent written and spoken English & German skills.

• High level of commitment and dedication.

• Strong communication and teamwork skills.

• Professional experience would be desirable 1-2 year in the administrative area, fleet management and Administration

Personal Requirements:

• High level of communication skills

• Intercultural and social skills

• Confident and friendly demeanor

• Well-groomed appearance

• Ability to organize, plan and coordinate

• Reliable and precise way of working

• Ability to work under pressure and flexibility

• Discretion

• Multitasking

Why intive?

• Performance Management - Regular discussions between employees and managers, held twice a year. You can shape your own career path based on your goals.

• Training & Mentorship - Learning and development are an important part of our corporate culture. We use a skill matrix, specialized training courses, and a buddy program to support this.

• Tech Hubs – You will become part of a community of colleagues who share your interests. There is room for internal exchange and access to the latest technologies.

• Culture & Connection – We promote connections within our teams, as well as across areas of responsibility and hierarchical levels. We ensure that everyone is noticed and feels connected to our mission and our colleagues. In addition, we organize regular team events (Summer Games, Christmas party, Oktoberfest, etc.) as well as weekly on-site meetings (Pasta Day, Weißwurst breakfast, etc.).

• Benefits - We offer numerous additional benefits. From public transportation, a childcare allowance, capital-forming benefits, the EGYM Wellpass, to the Job Bike.