Administrative Assistant



The Administrative Assistant would be involved in routine administrative activities relating to Expense Sheet verification, Supporting Bill verification, coordination of the airline ticketing process, etc.

Essential Functions

  • Company Car Fleet Management: Contact for leasing companies, requesting leasing quotes, ordering and returning cars in alignment of policies, organization and support with maintenance, service and repairs, insurance claims, track changes and information of HR, ensure valid driver licenses of all employees with company cars on annual basis.
  • Insurance Management: handling all non individual insurances such as travel insurance, fire insurance etc. If appropriate also handle personal individual insurances.
  • Company IT Management:
    Point of Contact for leasing companies, external IT Hardware Service provider, internal IT Software support. First point of contact for employees regarding ordering of equipment and IT issues, keeping inventory of equipment, cost overview and invoice control
  • Company Phone Management:
    Contact for phone providers in Europe, ordering of new mobile phones, handling of contracts, cost management and invoice control. Managing landline office phone systems
  • Maintain facility contracts, communication with landlord, janitor, external cleaning company and other external partners. Monitor and effectively sort out all facility related issues such as but not limited to printer, coffee machine etc. Keep kitchen und meeting rooms clean. Emptying dishwasher, ordering tea, coffee milk, birthday flowers etc. Send out birthday cards.
  • Travel and Event Management: Contact for European corporate Travel Agency and responsible for any travel related inquiry. Travel bookings (hotel, flights) for i.e. applicants. Responsible for online booking tool Onesto and related tasks

Essential Functions (Continued)

  • Finalizing invitation letters for employees travelling to Europe from abroad
  • Negotiating corporate hotel rates when applicable for new project locations
  • Co-ordination of internal meetings and events
  • Reception: Receive, direct and relay telephone messages to relevant persons, welcoming of guests including preparation of conference room and guest desks as required, receiving all delivery for office supplies and other in and outgoing mails and parcel. Picking up mail from mail boxes.
  • Maintain adequate inventory of office supplies, business cards and other printing materials, in- and outgoing mail, courier service
  • Support and assist Management and HR as requested, i.e. with Visa issues, policies, People Portal update, onboarding new joiners with regards to laptop, mobile phone, onesto, company car etc.
  • If and when required: Oversee and handle projects within area of responsibilities to e.g. improve effectiveness, efficiency, translations, etc. 
  • Performs other duties as required. 

Required Qualifications

  • Educational: comparable administrative education or equivalent qualification
  • Professional: 3 - 5 years relevant experience and high desire to manage this task in a service oriented, international and multi-cultural environment
  • Deep proficiency in MS Office
  • Excellent verbal and written communication skills in English and German; any other European language advantageous

Knowledge, Skills, and Abilities (KSAs)

  • Strong service orientation
  • Advanced knowledge of MS Office including Word, Excel, Teams, PowerPoint and SharePoint.
  • Organizational skills with the ability to establish and manage multiple priorities, utilizing flexibility in responding to changing priorities and meeting critical deadlines.
  • Ability to demonstrate a clear sense of focus and urgency.
  • Ability to cope with stress and remain calm and friendly in the same time

Work Environment and Special Consideration

  • Works within a professional office environment.
  • Routinely uses standard office equipment such as computer, keyboard, printer/scanner, and telephone applications.

Rizing provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Ready to become someone’s hero?

At Rizing we solve business challenges. We create solutions that accelerate our clients’ ability to excel at what they do best – so they can get back to doing more of what they do best. Our secret sauce is combining our industry knowledge with SAP technical expertise.

We’re a multi-million-dollar global SAP professional services firm who chose a specialized focus on SAP Enterprise Asset Management, Consumer Industries and Human Capital Management. We win through recognition that diversity spurs creativity. Our teams place collaboration, integrity, courage, mutual respect, and a commitment to excellence as their top priorities. And we often accomplish this through remote and virtual work environments.

We’re not so big to have lost sight of our mission and vision or to have lost connection with our clients. We’re the right size to deliver personal professional services and to give our employees opportunities that often aren’t available at larger firms.

If your passion is solving puzzles, improving processes, leading change as part of a team of SAP experts, then this might be the place for you.