Office Assistant

ABOUT US
tms unites technology, marketing, and sourcing to drive transformational change for the world's leading brands. With 1,200+ employees across 26 countries, we offer an impressive range of solutions - from inspiration and innovation to category management and delivery.
Operating as a creative agency, a strategic consultancy, a sourcing business, and a technology provider, we engage with over 110 million customers every single day for our clients, including McDonald's, T-Mobile, O2, Starbucks, and adidas.
Most importantly, we're a place where you can achieve great things, and be recognized as the best.
WHAT MATTERS THE MOST
Breakthrough, business-driving ideas come from extraordinary people with the freedom to be their most authentic selves at work. Authenticity and diversity are critical elements of our business. They can only be realized when we create access and equity for all. We foster a culture of inclusion and belonging and aspire to be ever-evolving.
tms is a place where brilliant people are better together. If you want your ideas to be heard and to contribute to a culture of inclusion and authenticity, bring us your voice! Visit us at tmsw.com .
WHY WE THINK YOU WILL LOVE THIS ROLE
If you are a proactive, detail-oriented individual with a passion for providing exceptional administrative support, we encourage you to apply for this exciting opportunity to support our administration and facilities departments.
You will be confident and have the ability to build relationships internally across the tms & Havi functions. Internal relationships will span all the teams, as well as with the Coordination Team and external relationships with our service providers.
You will bring a proactive, positive, "can do" and flexible attitude. You are passionate about what you do, taking on every task with energy and enthusiasm!
You will bring a sense of fun within the agency and establish yourself as a positive ambassador.
WHAT YOU WILL BRING TO THE ORGANIZATION
Primary Responsibilities
Facilities

• Coordinating security access and client discounts, in partnership with building management
• Keeping the office tidy and ensuring it is fully stocked - stationery, meeting room catering, snacks, maintenance
• Coordinating all in-person office meetings and events - including room bookings, catering, invites etc
• Assist with the coordination of office operations, including managing office supplies, equipment, and furniture

• Being on hand to deal with minor office issues and liaising with the relevant people regarding faults
• Completing regular checks of the building i.e. ensuring fire routes are kept clear and meeting rooms have the relevant equipment
• Support on Sustainability and compliance requirements, including quarterly data collection for our Planet Mark certification for tms Duisburg offices

• Fire warden and First Aid responsibilities
• Managing all post - including redirection of post, ensuring website contact details are kept up to date, booking couriers

Administration

• Coordinating Travel booking and event support, including taxis, hotel bookings and restaurants for GMT and visitors
• Assistance in granting access to Onesto system.
• Ad hoc admin for GMT members, including expenses
• Leading office culture - main contact for coordinating socials or events
• Coordinating Volunteering projects for Duisburg and Munich offices
• O rganising restaurant bookings, catering etc.
• Travel for anyone not covered by other assistants/overflow travel
• Working with the German payroll team to get an A1 confirmation for employees in case someone need to go on a business trip
• Adhoc Admin projects as directed by the HR and Coordination Teams

SKILLS AND EXPERIENCE WE WOULD LIKE YOU TO HAVE

• Proven experience as an Office / Team Assistant or in a similar role
• Strong organisational and time-management skills
• Ability to prioritise and manage multiple tasks simultaneously
• Excellent written and verbal communication skills
• Proficient in Microsoft Office Suite and other relevant software
• Experience with event planning and coordination preferred
• Knowledge of office equipment and facilities management
• High attention to detail and accuracy

Please note this role is required to be in our Duisburg office Tuesday, Wednesday & Thursday, as a minimum.
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