Group Unit
Office Manager - Administration & Site Coordination (m/f/d)
Permanent position, full-time · Main Office, Tech Center - Mühltal
Take Charge of Your Future - Now!
Founded in 2000 as a startup for engineering services, 3defacto has grown into an owner-managed company with 80 full-time employees. We design and build extraordinary machines and industrial systems - each proudly carrying the “Made in Germany” mark of quality.
Ready for a New Challenge?
At 3defacto, you’ll find an environment that inspires and empowers you to do your best work. We are a team of true doers, where short decision-making paths and clear structures give you plenty of room to bring your ideas to life. Are you self-driven and goal-oriented, eager to take on responsibility and achieve results?
If so, we encourage you to apply today and become part of our innovative and dynamic team!
Your Responsibilities
- Site Administration: Independently manage all secretarial and administrative tasks at our headquarters, the “Technikum - Mühltal” site.
- Incoming Goods & Order Management: Receive and inspect incoming goods, record and reconcile delivery notes, verify invoices against purchase orders, and assign materials to storage locations and project orders.
- Customer Invoicing & Supplier Orders: Prepare outgoing invoices for customers and place purchase orders with suppliers.
- Document Management: Maintain a structured filing system and manage internal correspondence, project-related files, and organizational documents.
- Inbox & digitization: Processing of incoming mail as well as digitization of relevant documents.
- Organisation: Contact person for central topics such as fleet management, holiday planning and independent preparation of meetings at the site - combined with active support for other general concerns.
- Communication & switchboard: Confident written correspondence as well as professional acceptance and forwarding of calls.
- Coordination: Cooperation and coordination with the secretariat at the northern location.
- Travel management: Support in the review of travel expenses as well as partial organization and accounting of business trips.
- Assistance: Assumption of organizational support tasks with development prospects in the direction of assistance.
Your Profile
- Qualification: Completed commercial training, a degree in business administration or a comparable qualification.
- Experience: Professional experience in the same or similar function - ideally in office management with a high level of responsibility as well as knowledge of administrative organization and preparatory accounting.
- Expertise: Strong digital skills, confident handling of MS Office and openness to modern communication technologies and digital tools.
- Work Approach: High self-motivation, process- and solution-oriented thinking, and a structured, independent, and reliable working style-openness to digital tools and AI-driven processes is explicitly welcomed
- Soft Skills: Loyalty, discretion, the ability to work in a team and a high degree of responsibility.
- Language skills: Confident communication skills and good expressiveness in German and English.
We offer
- Secure job: Long-term, permanent employment.
- Open spaces: Room for initiative, creativity and innovative solutions.
- Varied job: Exciting and challenging tasks.
- Attractive remuneration: Above-average pay.
- Flexibility: Remote work options and individual working time models.
- Benefits: Strong social benefits (e.g., capital-forming benefits, company pension plan) and a pleasant working environment.
- Professional Development: Opportunities for further training and qualification.
- Time Off: 30 days of annual vacation.
- Perks: Free parking, charging stations for e-cars and free drinks (water and coffee).
Interested?
Then start your future at 3defacto - apply now and become part of our team! Send your application directly to: Karriere@3defacto.de
Show all Job Offers
