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Caseware

Posted 1 month ago

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Office Manager / Receptionist (m/f/d)

DüsseldorfOn-site

AI Summary

The Office Manager / Receptionist ensures smooth daily office operations and a professional, welcoming environment for employees, clients, and visitors. They handle front‑desk duties, coordinate facilities and vendors, provide administrative support, and organize events and client visits.

About this role

Caseware is one of Canada's original Fintech companies, having led the global audit and accounting software industry for over 30 years, with more than 500,000 users across 130 countries and available in 16 different languages. While you might not have heard of us (yet) over 36,000 accounting and audit professionals list Caseware as a skill on their LinkedIn profiles!

As Office Manager & Receptionist at Caseware Germany, you take on a highly visible, front-facing role, ensuring that our office runs smoothly and remains a welcoming place for employees, clients, and visitors alike. In this position, you oversee office operations, provide administrative support and contribute to creating a professional and positive workplace experience.
📌 This role is offered on a part-time basis (minimum 30 hours per week) with the option of full-time employment.

What you will be doing:

  • Office & Reception:
  • Ensure smooth daily office operations and a professional work environment.
  • Welcome, greet, and assist visitors, clients, and business partners.
  • Coordinate office facilities, supplies, and external service providers.
  • Manage office supplies, monitor inventory, and handle procurement processes.
  • Oversee compliance with safety and security requirements (fire safety, access control, alarm systems).
  • Provide remote support for the Stuttgart office from the Düsseldorf headquarters.
  • Administrative Support:
  • Serve as the central contact person for employees regarding office-related and administrative matters.
  • Organize parking spaces, access cards, and storage facilities.
  • Support cost tracking and assist with invoice processing for office operations.
  • Collaborate closely with People Operations on internal communication and employee events.
  • Events & Client Care:
  • Organize and coordinate client visits, business lunches, and external meetings.
  • Assist with planning and execution of internal company events and employee gatherings.
  • Contribute to a positive employee and client experience through professional and service-oriented support.

    • What you'll bring:

  • Relevant experience in office administration, executive support, or a similar role.
  • Solid understanding of procurement, vendor coordination, facility operations, and customer service.
  • Excellent written and verbal communication skills in a professional environment.
  • High attention to detail combined with a structured and solution-oriented way of working.
  • Strong time management, organizational, and project coordination skills.
  • Proactive self-starter with a sense of ownership, able to provide quick solutions while keeping long-term objectives in mind.
  • Flexibility and occasional willingness to travel to Stuttgart if required.
  • Ability to handle multiple priorities in a fast-paced, deadline-driven environment.
  • Collaborative mindset, comfortable working with colleagues at all levels, including direct interaction with the Managing Director.

    • Skills

    Client ServicesEvent CoordinationFacility ManagementInvoice Processing SupportOffice AdministrationProcurementReceptionVendor Coordination

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