Office Administrator

Company Description

BEUMER Group is an international manufacturing leader in intralogistics in the fields of conveying, loading, palletising, packaging, sortation and distribution technology. BEUMER Group offers the right solution for almost every logistic challenge. We are a family owned, intralogistics leader, where tradition and innovation go hand in hand. We are proud of what our employees create each day. Integrity, Inspiration, Quality and Teamwork!

Job Description

We are seeking an organized and proactive Office Administrator who will play a key role in managing day-to-day office operations while also providing cross-functional support to the Document Control Team. This position requires strong administrative skills, attention to detail, and the ability to manage and organize documents efficiently in a fast-paced environment. The ideal candidate will ensure compliance with company policies and project specifications.

Key Responsibilities:

1. Office Administration:
   • Manage office supplies and inventory, ensuring the workplace is well-stocked and organized.
   • Greet visitors, answer phone calls, and respond to general inquiries.
   • Coordinate meetings, conference calls, and video conferences, scheduling, and room setup.
   • Maintain and organize office records, files, and documentation.
   • Handle general correspondence, including emails, letters, and memos.
   • Assist with travel arrangements and event coordination as required.
   • Perform basic HR administrative tasks, such as coordinating interviews and onboarding for new employees.
2. Document Control Support:
   • Assist in managing and organizing project-related documents for the Commercial Department, including contracts, proposals, technical specifications, and other key documents.
   • Maintain the document management system (electronic and paper) and ensure accurate and up-to-date filing.
   • Provide support in preparing, reviewing, and processing documentation for commercial projects.
   • Ensure compliance with company procedures and regulatory requirements regarding document storage, retrieval, and distribution.
   • Assist with version control of commercial documents and ensure proper approval workflows are followed.
   • Collaborate with project teams to ensure timely and accurate submission of documents to clients, stakeholders, and other departments.
3. Cross-Functional Collaboration:
   • Serve as a liaison between office administration and the commercial team to ensure smooth document flow and alignment with business priorities.
   • Coordinate with other departments (e.g., Legal, Finance, Project Management) to ensure that commercial documents are managed and delivered on time.
   • Assist with tracking and reporting on document status, progress, and any issues related to document control.
4. General Office Support:
   • Maintain office equipment, including coordinating repairs and managing service contracts.
   • Organize and facilitate office events, meetings, and team-building activities.
   • Ensure adherence to company policies and procedures for office administration and document control.

Qualifications

Qualifications and Skills:

• Proven experience as an Office Administrator, Administrative Assistant, or in a similar role.
• Familiarity with document control systems and procedures, preferably in a commercial or project-based environment.
• Strong organizational and time-management skills, with the ability to prioritize tasks and manage multiple responsibilities.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with document management software.
• Attention to detail and a commitment to maintaining accuracy in all tasks.
• Ability to work independently and as part of a team in a dynamic and fast-paced environment.
• Previous experience in a commercial, construction, or engineering environment is a plus.

Additional Information

BEUMER is an equal opportunity employer and affords equal opportunity to all applicants and employees for all positions without regard to race, color, religion, gender, national origin, age, disability, veteran status or any other status protected under local, state or federal laws.