Office Administrator

**JobDescription-LogisticsSpecialist50-60.docx**

**Reports to**:Christoph Sack**

**Direct reports**:n/a**

**Deputy**:
**Objective of the role**:
**50% administrative support for the local team.**

As an administrative support, you will be responsible for a variety of tasks related to the smooth running of the office, the organization of events and travel, and the support of the employees. You will be the first point of contact for all internal and external inquiries, and you will handle correspondence in German and English. You will also coordinate and organize meetings, stays, catering, and invitations for the executive board and management.

**50% to support the logistics in Biel.** **Point of contact for all logistic topics for the Biel site. This includes hands-on tasks (20%) such as receiving, shipping, storing and packing as well as administrative tasks (30%) such as inventory bookings, coordination with forwarders, couriers and all internal partners (prototype manufacturing, customer service etc.), support of IT projects and overall logistics improvements. This is the only logistics role at our site in Biel, therefore autonomy, proactiveness and reliability are key.

**Education and work experience**:

- _Apprenticeship as logistics specialist (_Logistiker_ EFZ) _with further education_, business apprenticeship_ or similar_ education and experience_
- _Or c_ompleted commercial training or a comparable _qualification_

**Professional expertise**:

- _Good MS office knowledge (Excel, Outlook, Word, PowerPoint)_
- _ERP knowledge, ideally Oracle EBS_
- _Forklift license_ of advantage_
- _Fluent in English, German (written and spoken), French of _advantage_
- _At least 3 years of professional experience in a similar position (Site Admin and/or _Logistic_ specialist)_

**Soft skills**:

- _Hands on mentality_
- _Self-reliant, reliable, well-structured_ and -organized_
- _Enjoy working in international _environment_
- _Drive to continuous improvement_
- _Proactive and open personality_
- _Flexibility, independence, customer orientation, and teamwork_
- _Friendly and professional demeanor_

**Main Responsibilities**:

- Logistic Specialist:

- Coordination with internal departments and contacts regarding incoming and outgoing shipments
- Coordination and booking of forwarders and couriers
- Organization and management of warehouse
- Contact person for Biel warehouse and deliveries
- Picking and packing of shipments
- Receiving
- All inventory related Oracle transactions
- Preparation of customs and shipping documents
- Support of other shop floor tasks as needed
- Site Admin:

- Handling correspondence, mail, phone calls, and invitations in German and English
- Organizing catering, meetings, stays, and business cards for the management and the projects
- Booking and managing travel arrangements through Travel Perk
- Coordinating and organizing events, trade fairs, and decoration
- Managing laundry, building services, office supplies, and Datareq containers
- Supporting time recording, interviews, certificates, and references in HR
- Support Human Resource in the management of the clock in/out system
- Organizing employee events and German courses
- Various support for the different department
- Coordination and organization of employee events
- Supporting new employees in the migration process

**Additional / secondary responsibilities**:

- Point of contact for all shipping related matters
- Order entry for supplier orders
- Picking of components for prototype manufacturing
- Support of prototype manufacturing