Office Coordinator DACH (Part-Time)

Operations Eschborn (Taunus), Germany

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About Liferay

Liferay is a uniquely profitable B2B enterprise software company with 1,000+ fiery-eyed employees all across Europe, the Americas, the Middle East, Asia, and Africa. As a renowned provider of enterprise open source technologies, we have been recognized by Gartner for empowering businesses around the world to solve complex digital challenges.  Liferay’s all-in-one platform unites Liferay DXP with our cloud platform capabilities, built-in analytics, and commerce functionality, reducing time to market and accelerating innovation. Our customer roster includes global companies such as Airbus, US Bank, Honda, and Desjardins.

But we don’t just make awesome software, we are also fueled by a greater-than-profit vision. By building a vibrant business, making technology useful, and investing in communities, we make it possible for people to reach their full potential to serve others. This commitment extends beyond our product; Liferay donates 10% of our profits to charities around the world. Oh, we’re also self-funded which gives us the freedom to work on whatever we think brings the most value to customers and communities in the long run!

 

About You and this Role

You will be the vital central point for our Eschborn office, ensuring smooth day-to-day operations and a world-class working environment for our DACH team. You will be responsible for a broad range of administrative, logistical, and facilities support tasks, enabling all departments from People to IT to function effectively. While your main focus will be the day-to-day operations of the Eschborn office, you will also be part of a small, global Environment Team, contributing to shared projects to help achieve the department's Objectives and Key Results (OKRs).  If you are highly organized, proactive, and thrive on making complex tasks simple, this role is for you. This position is an Individual Contributor (IC) role and performs work under direct supervision.

 

Key Objectives
  • Manage Office and Travel Logistics: Execute essential office administrative functions, including making necessary purchases based on requests, managing general office upkeep, manage lease and sublease agreements & relationships, and coordinating all business travel arrangements (flights, train tickets, hotels).
  • Support Onboarding and Offboarding: Administer the logistical process for new and departing employees, including organizing with the IT department, sending Hardware and other work materials, and maintaining accurate handover and return logs.
  • Foster a Positive Office Culture and Environment: Coordinate and manage all aspects of internal site events and meetings (e.g., social gatherings, DACH meetings), ensuring a welcoming and engaging experience for all employees.
  • Ensure Workplace Safety and Compliance: Manage and maintain local health and safety relationships, coordinating compliance efforts, required training (e.g., fire protection, first aid), and reporting operational incidents to relevant internal/external parties (e.g., CAO/insurers).
  • Handle Financial and HR Administration: Manage tasks such as the review of travel costs, processing orders for equipment (laptops, phones/SIM cards), receiving post and distributing it to relevant teams, and collecting new employee signatures for company property handover and payroll entries.
  • Contribute to projects and initiatives within the global Environment team to help the department achieve its Objectives and Key Results (OKRs).

Required Qualifications
  • Possesses beginning to working knowledge of subject matter in office administration, facilities, and basic accounting principles (e.g., travel cost review).
  • Experience in managing external vendors, making purchases, and coordinating logistics (e.g., shipping/receiving).
  • Demonstrated ability to handle basic issues and problems and refer more complex issues to higher-level staff.
  • Strong organizational skills and meticulous attention to detail, with proficiency in standard office software (G Suite/Microsoft Office).
  • Fluent in German and English, both written and verbal, to effectively support the local team and communicate with global departments.

Preferred Qualifications
  • Prior experience or completion of staff training for safety, fire protection, or first aid is a strong asset.
  • Familiarity with systems like Jira for managing Environment and travel related requests (e.g., ordering laptops) and HR systems for managing employee documents.
  • Ability to perform complex tasks and has some latitude for determining appropriate processes to follow.
  • Experience working in a global or technology-focused company environment.
  • A proven track record of maintaining and building long-term, trusting relationships with internal and external customers.

What We Offer

  • Hybrid work environment
  • A dynamic, multicultural and friendly workplace.
  • Salary package w/ competitive benefits according to qualifications and experience
  • Opportunities to take responsibility, grow professionally, and Stay Nerdy
  • A positive and collaborative work culture
  • Working at a leading open-source company

 

Equal Opportunities Employer - Statement

Liferay is committed to the equal treatment of all candidates, customers and employees and to fostering a culture of dignity at work. Our operating procedure provides for equal opportunities in recruitment and employment with the aim to eliminate discrimination against any job applicant or employee on the basis of race, age, sexual orientation, gender, religion or beliefs, marital or civil partnerships status, family or dependency status, disability, pregnancy and maternity or membership of a traveling community.

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