Office Manager

Job Description

Broadridge Deutschland GmbH requires a reliable and highly organized individual to join us as Office Manager. The Office Manager will need to build strong relationships between the EMEA HR Department, Finance and the local team leaders. They will be working as the local first point of contact and will oversee processes such as local facilities management and health and safety matters on site. During the pandemic, there is no presence on site, but this person will be involved in co-ordinating a return to work program along with corporate, for the Frankfurt office. This role will report to the Managing Director.

• Assist with administrative finance tasks, including the provision of documentation to internal and external finance teams; including purchase invoices, sales invoices, bank statements and correspondence from both banks and tax authorities.
• Be the local point of contact for external accountants and tax lawyers
• Assist with any queries with respect to local travel expense claims
• Assist with the payment of travel reimbursements and monthly tax payments using an online banking portal, where required
• Overview of EVM processes and documentation

• Assist with administrative HR tasks, including setting up files, keeping accurate records and assistance with on and off boarding associates.
• Maintain the local HR files (digital and physical) in line with data protection laws
• Assist HR with the local onboarding and offboarding processes, including admin setup, expense claims, bank templates over EVM, coordination with local IT regarding assets and accesses and completing onboarding documentation required under German law
• Provide quarterly holiday pay accruals for Finance in London, manage local holiday balances using Replicon
• Handling of accident and absence insurance for employees on leave

• Local central point of contact for annual Fiscal Year Statutory Audit including collaboration of internal and external parties
• Ad hoc audit support on request
• Reports by law with deadlines (e.g. Disability report, artist social fund, statistical office reports, etc.)

• Liaise with the central Broadridge billing organisation to provide data inputs into the billing process, before subsequently reviewing and approving invoices prior to delivery to clients
• Support the billing team with any special client requests.
• Where required, send invoices to clients in accordance with any client specific requirements (email, normal mail, online portal, etc.) as well as providing backups
• Overview of accounts receivables, being a local escalation point for client collections when invoices are not paid on time
• Support project tracking for client projects

• Local contact to landlord and property management
• Telephone standby during business hours
• Administration of local insurances (liability and operational)
• Management protocol and client communication
• Management support for the MD and local managers
• Preparation and minute taking for weekly Management Meeting
• Tracking of Corona measures and office visits
• Support with trade fair preparations
• Organise marketing campaigns such as the dispatch of advent calendars, including the design and ordering process
• Pre-sorting and distribution of incoming mail and invoices, digital and physical, including tracking and corrections
• Implement policy regarding access control and hygiene measures
• Accountable for access documentation regarding physical keys and alarm cards
• Coordinate and organise special events such as annual user group meetings, employee events (summer party and Christmas party)

• Lead the team of 3 administrative assistants, including carrying out appraisals and career development activity
• Control and monitor the workload of the team, including compliance with deadlines and providing a clear structure of duties
• Recruit and train new team members

• MD Frankfurt
• German Team Leaders
• HR team in London
• Finance team in London

Qualifications

• Demonstrable management or comparable experience
• Demonstrable leadership skills
• Experience or qualification in financial services, accounting, project management or finance desirable
• Disciplined and organized
• Flexible
• Detail oriented
• Can handle confidential information in a sensitive manner
• Understanding of German labour law requirements an advantage
• Experience of working in an international company an advantage
• Good PC skills to include Word and Excel
• Must have excellent written English and be able to translate German documents into English and vice versa; demonstrable experience of this
• Numerate and can work with spreadsheets and data

Additional Information

Broadridge is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other status protected by law. Click here to view the "EEO is the Law" poster.

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Everyone Benefits from Diversity & Inclusion.

Diverse & Inclusive Teams Drive Growth."