Office (Project) Assistant / Business Support

2 Months ago • All levels

Job Summary

Job Description

Zeeco is seeking a Project Assistant / Business Support for their Germany team. This role involves providing comprehensive support to all departments, ensuring documentation is submitted and received according to project requirements for the sales and execution teams. Responsibilities include managing documentation lists, assisting with internal/external expediting, coordinating travel arrangements, purchasing office supplies, managing office services and invoices, organizing conference rooms, and performing reception duties. Project support includes assisting with sales activities, preparing travel and spare parts offerings, freight forwarding, preparing document transmittal notes, adhering to data management system procedures, expediting documents, liaising with various departments for manufacturing records, and assisting with operating and maintenance manuals. The role requires working closely with the projecting team to ensure timely and budget-compliant project delivery.

Must have:

Previous reception and office administration experience
Excellent MS Office Skills (Outlook, Word, Excel, PowerPoint)
Excellent verbal, written, and face-to-face communication skills
Friendly, welcoming, and positive attitude
Excellent team player, resourceful, organized, dependable, efficient, detail-oriented
Ability to use initiative and make autonomous decisions with attention to detail
Must be in commutable distance to office in Krefeld
Fluent German (C2 level)
Fluent English

Good to have:

Technical office administration experience
Comfortable learning new systems and portals

5 skills required

5 skills required for this role

Add these skills to join the top 1% applicants for this job

ms-office

excel

team-player

data-analytics

budget-management

Job Details

Zeeco fosters a robust work environment where employees, from engineering teams to support groups, benefit from a strong culture, trained leadership, and opportunities for growth. Zeeco collaborates with the biggest names in the industry, enabling individuals to broaden their skills alongside teams of subject matter experts.

Zeeco is a global leader in combustion and environmental solutions, renowned for our expertise in designing, engineering, and manufacturing advanced burners, incinerators, and environmental control systems. Serving a wide array of industries such as oil and gas, petrochemicals, and power generation, we deliver innovative technologies that enhance operational efficiency, safety, and environmental compliance.

We're seeking a Project Assistant / Business Support to join our Zeeco Germany team.

About the position

As our new Office (Project) Assistant & Business Support you will be responsible for providing support to all departments within the business. You will be a vital part of the reception and business support team ensuring all departments have the support they need to be successful. You will ensure that all documentation is submitted and received in accordance with the project requirements for the sales & execution team and the documents list are maintained updated. Youi will also be responsible for the compilation of other tasks assigned by the sales & project team (e.g. internal/external expediting for the documentation etc).

Key responsibilities:

Admin support (German office):
Co-ordinate travel arrangements, including flights, visas, A1 certificates, visitor trips, restaurant booking, taxi, car hire and hotel reservations.
Purchasing Office Supplies.
Managing office services and invoices.
Organizing conference room bookings, room preparation, order catering, ensure clean and tidy after events.
Reception duties and administration support for all departments as required

Project support for the sales & execution team:
Supporting sales activities and preparation of standard sales activities like service work or spare parts.
Optimizing profitability and revenue for each service visit, by preparing travel and spare parts offerings well in advance.
Freight forwarding for the office and projects – in corporation with our logistic colleges in UK.
Preparing document front sheets and transmittal notes for submittal.
Adhering to procedures and record internal/Client documentation within the data management system.
Adhering to project specific numbering and revision requirements.
Expediting of documents from clients, suppliers and internally to ensure project schedules are met.
Liaising with Quality, Purchasing, Manufacturing and sub-vendors to be able to compile manufacturing records books.
Using resource tools such as ZOE, SAGE and the company quality management system.
Assisting with the compilation of operating and maintenance manuals.
Working closely with the projecting team to ensure documentation is complete and projects are delivered on time and to budget.

What type of person are we looking for?

Previous reception and (technical) office administration experience.
Excellent MS Office Skills – Outlook/Word/Excel/PowerPoint, and comfortable learning new systems and portals.
Excellent communicator – verbal, written and face to face.
A friendly and welcoming person with a “can-do” positive attitude .
Excellent team player, resourceful, well organised, highly dependable, efficient and detail orientated.
Ability to use initiative and make decisions autonomously but with attention to detail.
Must be in commutable distance to office in Krefeld.
Language Skills: Must be Fluent German C2 level and English

Working at Zeeco means being part of a people-centric culture and environment built on mutual respect, personal encouragement, professional integrity, and limitless opportunity. Join Zeeco and embark on a fulfilling journey where innovation, collaboration, and personal and professional growth converge.