Workplace Administrator

Job Description:

We are seeking an office-based Workplace Administrator / Receptionist to support the smooth day-to-day running of our Frankfurt office and join the Global Real Estate & Workplace Evolution team (GRE & WE). This role combines front-of-house responsibilities, office administration, SAP processing support, and assistance to the Bureau Chief. You will help maintain a professional, welcoming, efficient workplace and ensure the office remains well organised, fully stocked, and tidy at all times. The role requires daily on-site presence to support office operations, reception responsibilities, and the wider team effectively. You will report to the Director, EMEA Real Estate & Global Lease Administration 

• Act as the first point of contact for visitors, contractors, and deliveries
• Manage reception duties and present a professional, welcoming front-of-house presence
• Answer and direct calls, emails, and general office enquiries
• Ensure meeting rooms, common areas, and reception spaces are presentable and ready for use
• Keep the office stocked, organised, and tidy, including kitchen, stationery, print, and general office supplies
• Coordinate office repairs, maintenance issues, building access, and landlord/building management requests
• Support office health, safety, and general workplace compliance requirements

• Provide day-to-day administrative support to the Bureau Chief and Managing director 
• Manage calendars, room bookings, desk bookings in Kadence and visitor arrangements as required
• Assist with travel bookings, itineraries, and related logistics where required
• Prepare documents, presentations, correspondence, and meeting materials
• Maintain filing systems, contact lists, and administrative records
• Support internal events, team meetings, and office activities

• Process invoices and purchase orders in SAP accurately and on time
• Track purchase orders, invoice status, coding, approvals, and payment follow-up, working closely with Finance teams
• Liaise with internal finance and procurement teams to resolve invoice or PO queries
• Assist with vendor administration and supplier set-up where needed
• Provide back-up assistance to GRE & WE Lease Admin team where needed to cover absence/busy periods

• 3-5 years of experience in an office administrator, receptionist, team assistant, or similar role; processing invoices and purchase orders in SAP
• Experience supporting senior stakeholders or executives, ideally including diary and meeting coordination
• Experience working in a busy office-based environment

• Strong organisational skills and attention to detail
• Professional and approachable manner with excellent interpersonal skills
• Confident managing multiple priorities and responding quickly to day-to-day office needs
• Good written and verbal communication skills
• Comfortable working independently and taking ownership of office operations
• Proficient in Microsoft Office applications and Google Suite products
• Reliable, proactive, and service-oriented approach
• Ability to maintain confidentiality and exercise sound judgement

• Fluency in German and English languages
• Experience in an international corporate or newsroom environment would be advantageous

The successful candidate will create a well-run, professional office environment, ensure SAP invoice and purchase order processes are handled efficiently, provide dependable support to the Bureau Chief, and keep the Frankfurt office organised, stocked, and running smoothly.