Administrative Affairs Specialist

Arvato is an innovative and internationally leading service provider in the fields of e-commerce and supply chain management.

With more than20,000 employees worldwide, Arvato delivers practical and relevant solutions across industries includingTelecommunications, High-Tech & Entertainment, Automotive, Banking, Insurance, Healthcare, Consumer Products, and Publishing.

Using the latest digital technologies, Arvato develops, operates, and optimizes complex global supply chains and e-commerce platforms, acting as a strategic growth partner for its customers worldwide.

Arvato is a wholly owned subsidiary ofBertelsmann SE & Co. KGaA

We are looking for an experiencedAdministrative Affairs Specialist to join our team.

The role is responsible for supporting and coordinating a wide range of administrative operations, includingfacility management, transportation services, security, catering, cleaning services, company vehicles, supplier management, procurement, and workplace services, while ensuring efficient day-to-day operations and compliance with company standards.

What You’ll Do

• Coordinate the maintenance, inspection, and organization ofwarehouse, office, and common areas, including the preparation and follow-up of periodic and annual maintenance plans.
• Monitorcleaning, catering, employee transportation, security, and pest control services to ensure compliance with contracts and company standards.
• Monitor the operational processes and performance ofcontractors and external service providers.
• Follow up on contractor workforce processes, includingheadcount, timesheets, overtime, and required documentation.
• Plan and coordinateemployee shuttle routes and transportation services to ensure efficient operations.
• Coordinatelogistics, food & beverage, and related procurement activities for company events in collaboration with Human Resources.
• Identify procurement needs within Administrative Affairs, conductmarket and price research, collect and compare quotations, and coordinate approval processes.
• Review service invoices and coordinate the relevant processes with internal departments.
• Monitormonthly Administrative Affairs costs and prepare reports for management.
• Coordinate the maintenance, legal documentation, and administrative processes ofcompany-owned and leased vehicles.
• Manage the counting, control, relocation, and disposal processes offixed assets.
• Manage administrative processes related toemployee mobile lines, office access cards, and workplace services.
• Coordinate the procurement ofoffice supplies, consumables, and other internal requirements.
• Monitor processes related towaste management, archive areas, and environmental requirements.
• Liaise withpublic authorities and governmental institutions when required.
• Ensure the secure and accurate transfer and delivery ofofficial correspondence, documents, and confidential materials.
• Coordinate the distribution ofemployee clothing and equipment in collaboration with the Occupational Health & Safety team.
• Ensure Administrative Affairs processes comply with applicablelegislation, personal data protection requirements, Information Security standards, and Integrated Management System requirements.

Your Profile

• Bachelor’s degree from a university.
• At least3 years of experience in Administrative Affairs and/or Procurement.
• Experience infacility management, contractor management, and service provider coordination.
• Hands-on experience in managingemployee transportation, catering, cleaning, and security services.
• Knowledge ofquotation collection, price comparison, supplier evaluation, and procurement processes.
• Experience incost tracking and management reporting.
• Proficiency inMicrosoft Office applications.
• A hands-on approach with the ability to closely followfield and operational processes.
• Strongplanning, organization, communication, and coordination skills.
• Analytical, responsible, detail-oriented, and solution-focused.
• Military service completed for male candidates.

What We Offer

• A global work environment with exposure to international teams and operations
• Opportunities for professional growth, learning, and career development
• A collaborative and supportive team culture
• A dynamic workplace where you can drive operational excellence and continuous improvement
• Being part ofBertelsmann SE & Co. KGaA, one of the world's leading media and service companies
• Employee-focused culture that values innovation, teamwork, and development

Disclosure requirements pertaining to the collection of your personal data:

Responsible for processing the information provided in your application is the company specified in the job advertisement, with its registered office as indicated. The company processes your data for the purpose of establishing an employment relationship on the basis of Art. 6 (1) b GDPR / Section 26 (1) sentence 1 BDSG.

The retention period for your data is determined by the statutory time limits applicable in the respective country, beginning upon completion of the recruitment process. You can find thesehere.

You can contact the company’s Data Protection Officer at the above-mentioned postal address. 

Further information on data protection and your rights can be foundhere.

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