Administration Manager

Founded in 1921, OLDENDORFF CARRIERS combines its history as a German shipowner with the network of one of the world's leading drybulk operators. We currently control some 750 chartered and owned vessels of 67 mio tdw, and we carry around 330 mio tons of raw materials and semi-finished products across the seven seas each year. Our customers can expect 100% performance. All the way.

Job Responsibilities

Administration

• Manage vendor and supplier relationships, from selection and contract negotiation to performance evaluation.
• Oversee procurement activities, including inventory management and distribution of office supplies, consumables and merchandise.
• Plan and manage office renovation projects, including budgeting, scheduling, and coordination with contractors and stakeholders to meet design and functionality requirements.
• Coordinate and oversee maintenance activities for office facilities to ensure operational efficiency, manage repairs promptly, and ensure compliance with safety standards and regulations in conjunction with supporting the building management team with landlord compliance.
• Provide comprehensive support across all types of insurance policies within the organisation.
• Liase with the Compliance team to provide accurate data required for company audits
• Local IT support to employees, along with supporting IT HQ with the coordination, ordering and roll out of new IT equiptment,

Finance

• Administer and preparing invoices, liaise & coordinating with local external tax & accounting service providers
• Petty cash management which includes cash advance payments in multiple currencies, as well as the monitoring, control, and accounting of the respective expense statements
• Being entry point and link to HQ for all corporate credit card related and Acubiz issues
• Monitoring the local bank account, overlooking the cash requirements, and initiating payment transactions of the office
• Preparation of monthly bookkeeping for local external accountant
• Administration of government surveys.

Travel & Events

• Manage the entire event planning process for corporate and internal events, from initial concept to final execution, ensuring all requirements, target audience needs and organizational objectives are met. Work creatively to suggest ideas that will enhance the event's success.
• Identify, source and negotiate with vendors and suppliers to secure the best partnerships for the event. Maintain strong, ongoing relationships to ensure high-quality service and timely delivery.
• Provide on-site and remote support during events, stepping in to resolve any issues quickly to ensure everything runs smoothly.
• Administration and coordination of travel for employees, including flight bookings, accomodation, visas and transportation offering continuous support to travelers before, during and after their trips
• Work closely with local accomodation partners to ensure best rates and service are obtained.

What You Bring Along

• Minimum 5 years' relevant office management experience, preferably with some events experience
• An empathetic, caring and service-oriented person with excellent interpersonal skills, who likes to cooperate, interact, and support with a hands-on approach.
• Show a positive, helpful, and employee-focused work attitude towards colleagues.
• A flexible, yet detail-oriented team player, who is well-organised and able to think out of the box with an ability to adapt to changing needs.
• Competence in prioritising tasks, work within deadlines and manage multiple projects at the same time
• Excellent communication skills, fluent in English
  Right to Work in the UK
  

What We Offer

• Our corporate culture is special: relaxed and international, open and traditionally with flat hierarchies.
• Since the very beginning, teamwork and quick decision making have been our success factors. Encouraging our employees to realize their ideas and initiatives is as important to us.
• A permanent position in a secure economic environment with benefits such as holiday pay, free lunch, subsidies for a gym or sports club, childcare allowance, various company discounts is waiting for you.

If you want to know more about who we are: Oldendorff .

Please contact Sarah Dansey in case of questions.

Oldendorff Carriers does not accept paper applications for online postings.