Office Manager - #2167885

Office Manager

Managing HR processes, financial coordination, and general office administration

Salary: Up to €30,000 pro rata per annum, depending on experience

Location: 60306 Frankfurt, Germany

Contract: Permanent, part time

Hours/shifts: 24 hours per week, flexible shifts worked Monday - Friday

Work model: Fully remote

The ideal candidate will live locally to Frankfurt, but this is not required.

Fluency in German and English is required.

Williams Lea seeks an Office Manager to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7,000 people worldwide provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of the role

As an Office Manager you will oversee the day-to-day administrative operations of the Williams Lea virtual office in Germany while providing direct support to the Account Director. This part-time position is primarily responsible for managing HR processes, financial coordination, and general office administration. The role acts as a key point of contact for staff on HR and office-related matters, ensuring compliance with German labor laws, overseeing vendor relationships, and assisting with financial planning and reporting. It also involves streamlining administrative tasks, promoting company culture, and maintaining smooth operations across various functions.

Fluency in English and German is required.

Key Responsibilities

The breakdown below outlines key responsibilities by category; however, this list is subject to adaptation as business needs evolve:

HR Administration

• Act as the first point of contact for all HR-related inquiries
• Maintain and update employee records, both in physical files and company systems
• Manage the training budget and oversee training requests in accordance with German regulations
• Serve as the expense process owner, ensuring adherence to company policies.
• Provide support to HR colleagues with local queries and requirements
• Promote and reinforce the WL culture, leading by example in alignment with company values
• Provide administrative support in recruitment and dismissal processes as required
• Review the organizational structure and conduct recruitment needs analyses when necessary
• Ensure all HR policies and procedures are up to date and compliant with German labor laws. Work with legal teams or external lawyers to ensure compliance when necessary
• Act as the first point of contact for HR queries, escalating issues to the EMEA HR Business Partner when required
• Review Mercer contracts for German liability and accidental insurance
• Ensure annual pension recalculations are completed, employees receive their statements, and recalculation costs (Heubeck) and adjustment invoices are sent to the client
• Oversee timely payment of all HR-related invoices

Financial

• Oversee the invoicing process, ensuring coordination with offshore and global teams, as well as the Head of Procurement at Head Office
• Act as the escalation point for all indirect purchases requiring Head Office approval
• Collaborate with Head Office and the Head of Procurement to establish direct debit arrangements with key suppliers, supporting debtor day targets for the financial year
• Manage vendor relationships, ensuring best practices in vendor onboarding, compliance, and ongoing management
• Oversee vendor onboarding for Williams Lea Germany, ensuring full compliance with German regulations
• Maintain accurate records and facilitate communication related to local bank accounts in coordination with the Williams Lea Global finance team
• Support the Williams Lea Germany Account Director with budget preparation and financial planning
• Assist with finance-related administrative tasks, including expense tracking and reporting

General Administration

• Handle all general queries from local authorities, escalating to the relevant Williams Lea Global team when necessary
• Oversee mail collection, distribution, and filing as needed through the virtual office
• Oversee all company administrative tasks, ensuring efficient daily operations and adherence to internal policies and procedures
• Serve as the primary liaison with the virtual office provider, ensuring that all booked services are operational and running smoothly

SHEQ (Safety, Health, Environment, Quality)

• Organize and coordinate annual audits with relevant suppliers.

Essential skills

• Bilingual Proficiency: Strong command of both German and English
• German HR Knowledge: A solid background in HR with in-depth knowledge expertise in German labor laws, HR policies, and best practices, along with hands-on experience using Workday or similar HR systems
• Technical Proficiency: Strong command of Microsoft Office Suite and related administrative tools
• Exceptional Communication: Excellent verbal and written communication skills, with the ability to engage effectively at all levels
• Detail-Oriented and Persistent: Strong attention to detail, with a tenacious approach to problem-solving and follow-through
• Self-Motivated and Independent: Capable of working autonomously while maintaining a high level of productivity
• Team Integration and Remote Collaboration: Adept at working within diverse teams and thriving in a remote or hybrid work environment
• Proactive Problem-Solver: Demonstrates a willingness to assist and provide support, even in situations where solutions are not immediately clear
• Process-Oriented: Methodical and structured, with a keen ability to develop and refine processes to streamline and automate administrative tasks
• Hands-On Approach: Takes initiative and remains actively engaged in day-to-day operations, ensuring tasks are completed efficiently and effectively

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 30 days holiday

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at [email protected](we do not accept applications to this email address).

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