Office Management Specialist

SANY Europe is a proud part of the SANY Group, a global leader in the manufacture of high-quality construction machinery and heavy equipment. At our European headquarters in Bedburg, we combine advanced technology, operational excellence, and international collaboration to support business growth across Europe.

To strengthen communication and coordination between our European operations and the Chinese headquarters, we are seeking a highly organized and proactive Office Management Specialist to support office administration, executive coordination, and cross-regional communication.

Key Responsibilities

• Act as a key communication interface between the Chinese headquarters and European teams.
• Coordinate and follow up on requests, reports, and administrative matters from headquarters.
• Facilitate communication among headquarters, local management, and functional departments to ensure timely information exchange.
• Track key action items and support the implementation of headquarters initiatives in Europe.
• Assist in preparing and translating presentations, reports, meeting materials, and internal communication documents.

2. Meeting Management & Executive Coordination

• Organize and coordinate internal meetings, management meetings, and cross-regional conference calls.
• Schedule meetings across multiple time zones and ensure timely distribution of meeting materials.
• Prepare meeting agendas, coordinate logistics, and record meeting minutes.
• Follow up on action items and deadlines arising from meetings.
• Support management teams in coordinating key internal and external business activities.

3. China Visitor & Delegation Management

• Coordinate visits from Chinese headquarters, including senior executives, business delegations, project teams, and external partners.
• Arrange travel itineraries, hotel bookings, transportation, meeting schedules, and visit agendas.
• Coordinate reception activities and ensure smooth execution of business visits.
• Collaborate with multiple departments to prepare visit materials and organize site tours and meetings.
• Serve as the primary point of contact throughout the visit process.

4. Office Administration & Operations

• Manage daily office operations and maintain a professional working environment.
• Coordinate office facilities, supplies, equipment, and service providers.
• Support onboarding arrangements for new employees, including workspace setup and office orientation.
• Manage relationships with external vendors and service providers.
• Assist in organizing internal events, employee activities, and company functions.

5. Administrative Support & Documentation

• Maintain administrative records and company documentation.
• Support expense administration, purchase requests, and vendor coordination.
• Manage document filing and record-keeping processes.
• Ensure administrative procedures comply with company policies and internal guidelines.
• Provide general administrative support to management and business departments as required.

Qualifications & Experience

1. Education

• Bachelor's degree or above in Business Administration, Management, Languages, International Business, Human Resources, or a related field.

2. Professional Experience

• 2-5 years of experience in office management, executive support, project coordination, or a related administrative role.
• Experience in an international company environment is preferred.
• Experience working with both Chinese and European stakeholders is highly desirable.

3. Communication Skills

• Excellent organizational and communication skills with the ability to coordinate across multiple functions and regions.
• Strong intercultural communication skills and the ability to work effectively in a multinational environment.
• Ability to manage multiple priorities and deadlines simultaneously.

4. Technical Skills

• Proficient in Microsoft Office applications, including Outlook, Excel, PowerPoint, and Word.
• Experience with meeting coordination tools and administrative systems is an advantage.
• Strong documentation and reporting capabilities.