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About the Role
The Office & Administration Specialist will manage and coordinate general office and site administration activities, oversee the reception area, and provide professional support to national and international visitors. This role involves planning and coordinating meetings, conferences, and company events, organizing business travel, and managing various administrative processes. Additionally, the specialist will coordinate occupational health and safety (HSE) activities, ensure compliance with regulations, and collaborate with internal and external stakeholders.
Responsibilities
- Manage and coordinate general office and site administration activities
- Oversee the reception area and provide professional support to national and international visitors in both German and English
- Plan and coordinate meetings, conferences, and company events
- Organize business travel, including travel bookings, visa coordination, and expense reporting
- Manage contracts, company vehicles, corporate credit cards, and other administrative processes
- Coordinate and continuously improve occupational health and safety (HSE) activities at the site
- Ensure compliance with occupational health and safety regulations and manage workplace accident reporting
- Coordinate health and safety audits as well as training for first aiders and fire marshals
- Collaborate with internal departments, external service providers, government authorities, and occupational accident insurance institutions
Requirements
- Completed vocational training in business administration, office management, or an equivalent qualification
- Several years of experience in office management, administration, or a comparable role, ideally within an international company
- Knowledge of occupational health and safety (HSE) or the willingness to develop expertise in this area
- Proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint
- Excellent German and good English communication skills, both written and spoken
- Strong organizational skills with a structured, independent, and reliable approach to work
- Excellent interpersonal and communication skills with a strong customer- and service-oriented mindset
- High level of integrity, discretion, and personal initiative
Skills
- Microsoft Office
- Outlook
- Word
- Excel
- PowerPoint
- German
- English
- Organizational skills
- Interpersonal skills
- Communication skills
- Customer service orientation
- Integrity
- Discretion
- Personal initiative
Location
- Saxonburg, Pennsylvania
Work Type
- Part-time
- Full-time
Experience Level
- Several years of experience
Education Level
- Vocational training in business administration
- Office management
- Equivalent qualification
Benefits
- Flexible working hours
- 30 vacation days
- Health benefits package
- Additional health insurance
- Fitness program
- Financial support for public transport
- Bike lease program
- Bonus
- Private pension scheme
About the Company
- Coherent empowers market innovators to define the future through breakthrough technologies, from materials to systems.
- We deliver innovations that resonate with our customers in diversified applications for the industrial, communications, electronics, and instrumentation markets.
- Headquartered in Saxonburg, Pennsylvania, Coherent has research and development, manufacturing, sales, service, and distribution facilities worldwide.
- The Finisar Germany GmbH, a Coherent subsidiary serves multiple businesses within Coherent.
- One focus area is the development of leading-edge high performance, high capacity optical front-end solutions for long reach optical transmission.
- A special field is utilizing advanced photonic technologies in support of driving highly integrated coherent products.
- Another focus area is high speed detectors, scaling up to frequencies of up to 100GHz, utilized in research and test & measurement but more and more in communication applications too.
- We owe our worldwide technological leadership to the profound knowledge and experience of our employees.
- This awareness characterizes our corporate culture - which is open and communicative and ensures trusting cooperation.
- Each individual contributes to the company's success with his or her knowledge and responsibility.
- The passion and commitment of our team are the engine of our company!