Administrative Affairs Specialist

About the role

Arvato, a Bertelsmann subsidiary and global provider of e-commerce and supply chain services, is looking for an experienced Administrative Affairs Specialist. The role supports and coordinates a wide range of administrative operations such as facility management, transportation, security, catering, cleaning, company vehicles, supplier management, procurement and workplace services, ensuring efficient day-to-day operations and compliance with company standards.

Key responsibilities

• Coordinate maintenance, inspection and organization of warehouses, offices and common areas, including periodic and annual maintenance plans.
• Monitor cleaning, catering, employee transportation, security and pest control services against contracts and standards.
• Follow up contractor workforce processes (headcount, timesheets, overtime, documentation) and monitor contractor performance.
• Plan and coordinate employee shuttle routes and transportation.
• Coordinate logistics, food and beverage and related procurement for company events with Human Resources.
• Identify procurement needs, research prices, collect and compare quotations and coordinate approvals.
• Review service invoices and monitor monthly Administrative Affairs costs, preparing reports for management.
• Handle maintenance, legal documentation and administration of company-owned and leased vehicles, and fixed asset counting, control, relocation and disposal.
• Manage mobile lines, access cards and workplace services, and procure office supplies and consumables.
• Monitor waste management, archives and environmental requirements, liaise with public authorities, and ensure secure handling of official correspondence.
• Distribute employee clothing and equipment with the Occupational Health & Safety team and ensure compliance with legislation, data protection, information security and integrated management system requirements.

Required profile

• Bachelor's degree from a university.
• At least 3 years of experience in Administrative Affairs and/or Procurement.
• Experience in facility management, contractor management and service provider coordination.
• Hands-on experience managing employee transportation, catering, cleaning and security services.
• Knowledge of quotation collection, price comparison, supplier evaluation and procurement.
• Experience in cost tracking and management reporting.
• Military service completed for male candidates.

Required skills

• Proficiency in Microsoft Office applications.
• Strong planning, organization, communication and coordination skills.
• Analytical, detail-oriented and solution-focused approach.

What we offer

• A global work environment with exposure to international teams and operations.
• Opportunities for professional growth, learning and career development.
• A collaborative, supportive team culture and a dynamic workplace focused on operational excellence.
• The chance to be part of Bertelsmann SE & Co. KGaA.