Office & Administration Coordinator (m/f/d)

For our office in Germany, we are looking for a committed and service-minded part-time individual to provide professional support for our administrative and organisational processes. As an Office & Administration Coordinator (m/f/d), you will ensure that day-to-day office operations run smoothly and act as the main point of contact for staff, visitors, service providers and external partners.

About the role

In this varied role, you will be responsible for office management, fleet administration, post and document management, coordinating service providers, and organising visits and events. You will play a key role in ensuring efficient processes, a professional working environment and a positive experience for staff and visitors.

Key Responsibilities

• Office Management & Site Administration

  • Organize and coordinate administrative processes at the local site

  • Manage and procure office supplies and coordinate office equipment

  • Support employees with site-related administrative matters

  • Prepare visits, meeting rooms, and general office arrangements

  • Maintain and organize physical and digital filing systems and documentation

• Fleet Management

  • Administer the company car program, including ongoing support for company car drivers

  • Coordinate vehicle orders, returns, leasing activities, and external service providers

  • Organize maintenance, inspections, repairs, and other vehicle-related appointments

  • Support accident, insurance, and damage claim processes

  • Manage fuel cards, vehicle records, policies, and related documentation

• Mail, Courier & Document Management

  • Process incoming and outgoing mail and distribute relevant correspondence internally

  • Coordinate courier services, shipping documents, and registered mail

  • Forward confidential correspondence to the appropriate contacts

  • Support document and contract administration processes, including digital signature workflows

• Facility Management & Service Provider Coordination

  • Coordinate external service providers, including cleaning, maintenance, janitorial, and facility management services

  • Track service requests, maintenance schedules, issues, and outstanding actions

  • Support contract renewals, supplier coordination, and management of local service costs

  • Ensure a clean, functional, and professional working environment

• Event, Meeting & Visitor Management

  • Organize and provide logistical support for customer visits, internal meetings, workshops, and leadership meetings

  • Coordinate catering, room planning, visitor agendas, technology requirements, and event logistics

  • Support event follow-up activities and ensure a professional visitor experience

• Procurement, Suppliers & Compliance Support

  • Support purchase requests, supplier documentation, and invoice routing processes.

  • Coordinate local supplier and service provider documentation

  • Provide administrative support for health & safety and compliance documentation, including notices, emergency contacts, local documentation, and employee communications

Ideal candidate profile

• completed commercial / business qualification or comparable education

• Previous experience in office management, administration, executive support, fleet administration, or facility coordination

• Strong organizational skills with a structured, reliable, and proactive approach to work

• Strong customer and service orientation with the ability to work effectively with a wide range of internal and external stakeholders

• Proficiency in Microsoft Office applications and digital document management processes

• Good written and spoken German and English language skills

• High level of discretion and careful handling of confidential information

• Self-motivated, solution-oriented individual with a hands-on attitude

NO RECRUITMENT AGENCIES PLEASE.

At present, we are not accepting any candidates via a recruitment agency or third party.

About Victrex

Victrex is an innovative world leader in high-performance PEEK (Poly Ether Ether Ketone) and PAEK (Poly Aryl Ether Ketone) polymer solutions focusing on the strategic markets of automotive, aerospace, energy and industrial, electronics and medical. Every day, millions of people use products and applications containing our materials – from smartphones, aeroplanes and cars to energy operations and medical devices.

With over 40 years‘ experience, we are developing world leading solutions with PEEK and PAEK-based polymers and selected semi-finished and finished parts which enable environmental and societal benefit for our customers and our markets and drive value for our shareholders

Vision and culture

At Victrex, we have a clear purpose: to deliver transformational and sustainable solutions that address global material challenges.

Our core values of passion, innovation, and performance are at the heart of everything we do. We are a company that thrives on human-centred leadership, valuing curiosity, adaptability, and collaboration in a fast-paced, digitally enabled world. We believe in empowering individuals, rather than seeing barriers to progress.

We are looking for individuals who are comfortable working in an environment that values digital and AI-driven solutions, who see technology as an enabler rather than a challenge. At Victrex, we foster a culture of continuous learning, agility, and adaptability, where employees are encouraged to embrace new ways of working, leverage data-driven insights, and drive meaningful change.

As we continue to evolve, we need people who are not just contributors but change accelerators … individuals who champion innovation, and drive transformation with a growth mindset. Whether through digitalisation, process improvement, or human-centred leadership, our employees play a crucial role in shaping the future of our business.

Our leadership approach is built on empowerment, inclusion, and collaboration. We value people who lead with empathy and authenticity, fostering a workplace where diverse perspectives and ideas can thrive. We work hard to ensure that our teams are engaged, motivated, and equipped to navigate an ever-changing landscape.

Sustainability is core to our strategy. We are committed to reducing our environmental footprint while supporting society through our sustainable products and making a positive impact on our local communities. We are proud to be recognised as a ‘Disability Confident’ employer and to be voted as one of the best places to work by ‘The Sunday Times’ in 2024!

Our aim is to provide the support of accessibility and community within Victrex for everyone. So, if you need any help, advice or just want a confidential chat regarding any Diversity, Equity or Inclusion matters even before you apply to Victrex, then here is what you need to know:

The enabling support that Victrex prides itself on giving, starts from when anyone applies or wants to apply to join our team.

We are always here to help provide any ‘reasonable adjustments’ you may need during your application process. So please contact us to discuss your specific requirements in more depth.

We even have a dedicated email that anyone can use to reach out for help, advice, and a confidential chat......whatever you need to know, and to help ensure an equitable solution, that’s right for you, right from the start!

That email is: [email protected]

Victrex values diversity and encourages applications from all sections of the community.