Office & Administration Coordinator Hamburg (m/f/d)

Job Summary:

The position of Office & Administration Coordinator Hamburg is responsible for ensuring efficient operation of the Hamburg office site incl. the coordination of office infrastructure, services and facilities, on-site event and meeting coordination, canteen management as well as internal and external site communications. This role will also provide some administrative support to the EMEA leadership team as required. 

Responsibilities:

• Site Hospitality Management
  • Create a welcoming and inclusive environment for employees and visitors, ensuring a positive experience from the moment they arrive; support site visitors and customers with logistics, accommodation, food and beverages, to ensure an overall positive on-site experience
  • Act as a first point of contact for all site inquiries and provide guidance to ensure visitors feel comfortable and supported during their time at the site
  • Manage the on-site canteen and associated staff, incl. the caterer relationship. Focus on digitization/automation of canteen processes (e.g. catering for meetings, payment)
  • Manage laundry of rental uniforms, incl. relationship with the laundry, and driving improvement projects such as the introduction of a digital ordering system and a pool laundry system to minimize administrative burden
• Site Engagement and Communication
  • Coordinate communication activities of Ingredion Germany, incl. translations into German language, in close cooperation with EMEA Communications Manager and local site leadership
  • Create and communicate annual plans for site activities to increase engagement for employees across all functions in-line with our “Make Life Better” purpose
  • Support regional management in the preparation of communications for internal and external purposes in terms of content and design (e.g. PowerPoint, Word, etc.)

• Office Infrastructure Management
  • Coordinate, implement and improve office services, facilities (incl. meeting rooms), and procedures to maintain and improve organizational effectiveness and safety
  • Coordinate office refurbishment activities with the relevant department leads, with holistic accountability for ensuring refurbishment activities remain on time and in budget
  • Ensure accuracy, completeness, and confidentiality of all office-related documents, records and inventory; explore opportunities to leverage automation and/or software solutions to optimize administrative processes and enhance efficiency
  • Coordinate other site administrative staff to ensure smooth office operations, and collaborate with administrative colleagues at other Ingredion sites where applicable
     
• Event and Meeting Coordination
  • Plan and schedule meetings, conferences, and workshops, ensuring all logistics are in place – both on site as well as off-site where applicable
  • Support organization of company events including venue selection, catering, and logistics
  • Work closely with regional Procurement to identify and manage preferred hotel list, and external meeting/conference venues to maximize cost efficiency; ensure adherence rigor for the Concur travel booking system
  • Coordinate follow-up actions, track progress, and communicate updates with the team
     
• Administrative Support to Regional Leadership Team
  • Administrative support to the regional leadership team members as required (e.g. scheduling, travel arrangements, expenses etc.)
  • Coordinate and facilitate monthly regional leadership meetings, including travel logistics, preparing agendas and organizing catering

Requirements

• Mandatory Requirements
  The ability to speak Fluent German and experience working in Administration in Germany, Austria, or Switzerland

• Desirable skills and experience  

Direct/ Indirect personnel managementGood communication skillsOrganizational and Planning abilityAdministrative expertiseResponsible and Proactive

Relocation Available:

No

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, color, religion, age, national origin, gender, gender identity, gender expression, sexual orientation, pregnancy, marital status, veteran status, military status, or disability status.