Senior Office Manager

Job Description

Broadridge Deutschland GmbH requires a reliable and highly organized individual to join us as a Senior Office Manager. The Office Manager will need to build strong relationships between the EMEA HR Department and the local team leaders. They will be working independently and supporting the workflow of daily company processes in various areas including local facilities management and Health and Safety issues.

Broadridge Deutschland GmbH has grown significantly within the last 2 years (from about €12m up to €19m) and so the current role of Management Assistance changed with the general growth of business into an Office Manager role and will be leading the team of office management and business administration tasks.

• Bookkeeping and accounting on local base including interface to the internal London Finance department as well as to local external accountants with high level tax knowledge
• Central point of contact for external accountants and tax lawyers
• VAT tax changes by law (19%/16%) including all related tasks (adjustment of client invoices and tracking adjustments as well as authority related documentation)
• Controlling including budgeting and payment approvals of vendor invoices and contractors including asset processes for the Frankfurt office
• Responsibility of month end documentation and supporting the London Finance department by providing documents and gathering needed data and backups
• Local travel expense claims
• Single point of online banking access for Banking portal including payment of travel reimbursements and monthly tax payments

• Handling the local HR files under perspective of data protection law (digital and physical)
• Local hire and leaver processes including complete admin setup (payroll, expense claims, bank templates over EVM, coordination with local IT regarding assets and accesses) and documentation under German law
• Point of contact for onboarding of new staff
• Payroll data collection and providing all related information to external tax advisor under valid data protection law and checking processes as well as interface to Financial department. Paying process of monthly payroll after content approval and tracking the payment approval of internal team. Complete documentation of all steps via payroll (all files, emails, HR documents, etc)
• Administration of holiday files as well as quarterly holiday pay accruals for Financials in London
• Individual pension models including monthly payments check, annual adjustments and documentation
• Handling of accident insurance for employees

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

• Billing processes including overview of new, adjusted or ended client contracts. Raising, checking, approving invoices twice a month and supporting the team and being the backup of special client requests. Shipping the invoices to clients under attention to clients specific shipping (email, normal mail, portal, etc) as well as providing backups including coordination of all needed parties
• Overview of accounts receivables, following up with clients when invoices are not paid on time
• Contact for project of implementing local client billing process into oracle data base
• Support project tracking for client projects
• Single point of contact for support of Orcale-team as well as payment-team to get local invoices into oracle system

• Local contact to landlord and property management
• Telephone standby during the business hours
• Management of local insurances (liability and operational)
• Management protocol and client communication
• Escalation point of all tasks of team members
• Management support
• Tracking the P&L for Germany
• Preparation of weekly Management Meeting
• Tracking of Corona measures and office visits

• Leading the team of 3 administrative assistants with the tasks of secretariat including telephone and reception, office supplies, documentation and archiving
• Pre-sorting and distribution of digital and physical incoming mail and invoices including tracking and corrections
• Control and monitor of work processes including compliance with deadlines and clear structure within the team
• Implementation of police regarding access control and hygienic measures
• Accountable access documentation regarding physical keys and alarm cards
• Leading overview of EVM processes and needed documentation
• Coordination and organization of special events such as:
  • Annual user group meeting
  • Employee events (summer party and Christmas party)
  • Support with trade fair preparations
  • Marketing campaigns such as the dispatch of advent calendars, including the design and ordering process

• German Team Leaders
• EMEA HR team in London
• Accountants and Payroll providers
• Finance teams 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.

"Our Associates Matter.

Everyone Benefits from Diversity & Inclusion.

Diverse & Inclusive Teams Drive Growth."