Office Administration Specialist Job at Isar Aerospace (Ottobrunn)

Junior Reception & Office Administration Specialist

As a Junior Reception & Office Administration Specialist, you will play a key ro...

Location

Poland , Warsaw

Salary:

Not provided

Westwing Group SE

Expiration Date

Until further notice

Requirements

Fluency in Polish and English (both written and spoken)
Open, proactive attitude with the ability to work effectively under pressure
Strong self-management skills and ability to work independently
Very good knowledge of MS Office (particularly Excel and Word)
High level of flexibility, reliability, and commitment
Accuracy and a strong sense of responsibility in completing assigned tasks
Previous experience in a similar role is an advantage
Minimum secondary education (a university degree or current studies are an additional asset)

Job Responsibility

Providing day-to-day administrative support for the office, ensuring smooth operations and well-organised documentation
Managing, archiving, and coordinating the flow of company documents and correspondence (incoming and outgoing)
Entering, updating, and maintaining data in internal systems and company records
Liaising with suppliers and supporting the ordering of office supplies and services
Organising and coordinating meetings, company events, and internal administrative activities
Collaborating with other departments on administrative and organisational matters
Organising and coordinating employee training sessions, including first aid training
Supporting workplace health and safety initiatives and assisting with related office matters

What we offer

20 to 28 days of paid holiday
A beautiful, centrally located, dog-friendly office with inspiring spaces
Exclusive discounts - 40% off Westwing Collection, 20% off third-party brands (each on non-reduced items), 10% Family & Friends discount, plus special-occasion vouchers
Wellbeing support through mental health resources, sports memberships, and preventive care
Team rituals that celebrate results and togetherness - from Summer to Winter Parties

Fulltime

Darpa – Tactical Technology Office (Tto) Subcontract Administration Specialist

Amentum is seeking a meticulous and experienced Subcontract Administration Speci...

Location

United States , Arlington

Salary:

120000.00 - 160000.00 USD / Year

Amentum

Expiration Date

Until further notice

Requirements

Bachelor's degree in Business, Finance, or related field
At least 10 years of experience in subcontract or financial management
Demonstrated expertise in subcontractor invoice reconciliation and vendor management
Hands-on experience using Costpoint, Unanet, and OnBase for financial reporting, reconciliation, and subcontract tracking
Demonstrated professionalism, maturity, sound judgement, and excellent communication and interpersonal skills necessary for daily interactions with executive-level audiences in a dynamic, high-visibility environment
Creativity, foresight, and mature judgment in anticipating and solving financial, administrative, and program management-related problems and issues
Ability to work independently or in a team setting as circumstances dictate
Must be able to obtain and maintain a secret US Government Clearance
Note: US Citizenship is required to obtain a Secret Clearance

Job Responsibility

Work closely with the Contract management team, Accounts Payable, GSCM, and cross-functional offices to ensure smooth execution of subcontracts
Identify opportunities to improve subcontract administration processes, particularly around invoice reconciliation, payment processing, and vendor tracking
Proactively recommend solutions to streamline workflows and strengthen collaboration with Accounts Payable and GSCM teams
Leverage advanced expertise in financial systems such as Costpoint, Unanet, and OnBase to process requisitions and maintain funding approval and allocation pipelines
Organize subcontract-related records and data repositories on platforms like SharePoint, filer1, and Microsoft Teams, ensuring easily accessible and up-to-date documentation for audits and leadership review
Generate regular status reports summarizing subcontractor performance, invoicing status, funds execution, and pending actions
Track and manage subcontract deliverables, milestones, and performance
Monitor adherence to contract terms, financial thresholds, and reporting requirements
Reconcile subcontractor invoices with funding and deliverable requirements, ensuring billing accuracy and alignment with contract performance
Coordinate with subcontractors to review and resolve invoice discrepancies and other transactional issues

What we offer

Health, dental, and vision insurance
Paid time off and holidays
Retirement benefits (including 401(k) matching)
Educational reimbursement
Parental leave
Employee stock purchase plan
Tax-saving options
Disability and life insurance
Pet insurance

Fulltime

New

Office Specialist II

The office specialist II position provides direct administrative assistance to t...

Location

United States , Manhattan

Salary:

14.54 - 21.38 USD / Hour

Kansas State University

Expiration Date

July 19, 2026

Requirements

Requires one year of relevant experience. Requirements may be met through a combination of education and experience.

Job Responsibility

Provides direct administrative assistance to the Heartland AI Symposium (HAIS) director (and as time is available, other HAIS committee members)
Acts as a one-stop administrative contact and administrative problem solver for the director
Performs a variety of routine customer service, clerical and administrative duties according to established procedures
Works collaboratively with department staff to manage office duties and support senior staff in the accomplishment of their duties
Processes payment vouchers, timesheets, logistical planning of events, or arranging travel
May provide guidance and train others as needed

Parttime

New

Facilities and Office Specialist

The Facilities & Office Specialist supports the day-to-day operations of ASI's s...

Location

United States , Denver

Salary:

42360.00 - 64228.00 USD / Year

Autonomous Solutions

Expiration Date

Until further notice

Requirements

2+ years of experience in office administration, office management, facilities coordination, workplace operations, hospitality, or related experience
Experience coordinating vendors, supplies, schedules, and workplace services
Strong organizational skills with the ability to manage multiple priorities and requests
Excellent interpersonal skills with a positive, customer-service-focused mindset
Ability to support employees, visitors, and vendors professionally
Strong written and verbal communication skills
Experience with Microsoft Office, Google Workspace, or similar business applications
Ability to identify workplace needs and proactively solve problems
Comfortable working independently and creating structure in a growing environment

Job Responsibility

Manage daily office operations to ensure a clean, organized, and professional workplace environment
Serve as the primary point of contact for facility-related requests and coordinate appropriate solutions
Coordinate with external vendors and service providers for facility maintenance, repairs, supplies, and workplace needs
Support reception responsibilities including visitor coordination, employee assistance, and general office communication
Manage workplace hospitality activities including coordinating lunches, meetings, events, and employee experiences
Maintain inventory and ordering of office supplies, facility supplies, cleaning products, and other workplace resources
Coordinate new hire onboarding logistics including workspace preparation, access badges, and facility orientation support
Manage employee access needs including key fobs, security systems, and coordination with access control vendors
Coordinate conference rooms, visitor needs, and internal office logistics
Maintain facility-related documentation, vendor information, and operational records

What we offer

401k with employer match
Generous HSA contribution
Employee Stock Ownership Plan
PTO, Paid Holidays, and Flextime
ASI covers 90% of employee medical plan costs

Fulltime

Treasury Front Office Specialist

We are looking for a Treasury Front Office Specialist for our Treasury team. In ...

Location

Sweden , Stockholm

Salary:

Not provided

Stegra

Expiration Date

Until further notice

Requirements

Bachelor's degree in Finance, Economics, Business Administration, or a related field
At least 5 years of experience within treasury, including front office activities such as liquidity management and FX, interest rate, and commodity trading
Strong understanding of financial instruments such as FX forwards, interest rate products, commodity futures, and cash management tools
Experience working with treasury management systems and financial reporting tools
Strong analytical and quantitative skills with the ability to interpret market developments and financial risks
Experience collaborating with cross-functional stakeholders and external financial institutions

Job Responsibility

Execute daily liquidity management activities, including cash positioning across entities and currencies to ensure optimal use of available funds
Monitor and manage financial risks such as FX, interest rate, and commodity exposures, including executing hedging transactions in line with Treasury Policies
Analyze market developments and provide insights and recommendations to support treasury decision-making
Maintain and develop relationships with banks and financial counterparties, including coordinating transactional and operational matters
Support funding activities including loan drawdowns, repayments, and related documentation processes
Develop and improve treasury processes, controls, and front office procedures to enhance efficiency and risk management
Drive or contribute to treasury-related projects such as system implementations, process automation, and infrastructure improvements
Collaborate with internal stakeholders across finance and other functions to provide treasury expertise and support business needs

What we offer

Up to 30 days of paid vacation
Occupational pension
Parental benefits
Insurance
Relocation support
Subsidized gym memberships
Bike leases

Fulltime

Medical Front Office Specialist

We are seeking a professional and detail-oriented Medical Front Office Specialis...

Location

United States , Indianapolis

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

High school diploma or equivalent required
At least 2 years of experience in a medical office or front desk healthcare setting preferred
Additional experience in a business office environment is preferred
Familiarity with electronic medical records and routine front office computer systems
Ability to verify insurance information, manage patient check-in, and maintain accurate account details
Strong organizational skills with the ability to handle multiple tasks in a fast-paced practice
Clear communication skills and a detail-oriented, patient-focused approach to service

Job Responsibility

Greet patients and visitors in a courteous and professional manner
Answer and route incoming calls, respond to inquiries, and relay messages promptly
Schedule, confirm, and update patient appointments
Verify patient information, insurance details, and demographic records
Complete patient check-in and check-out processes efficiently
Maintain accurate records and ensure documentation is entered correctly into the system
Assist with records management, filing, scanning, and general administrative tasks
Coordinate with clinical and administrative staff to support smooth office operations
Handle sensitive patient information in compliance with privacy standards

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Fulltime

Medical Front Office Specialist

We are seeking a highly organized and patient-focused Medical Front Office Speci...

Location

United States , Carmel

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

High school diploma or equivalent required
Previous experience in a medical office, healthcare administration or front desk role preferred
Familiarity with electronic medical records systems and medical scheduling software preferred
Strong communication, customer service and organizational skills
Ability to multitask and work effectively in a busy healthcare setting
Knowledge of insurance verification and patient registration processes is a plus

Job Responsibility

Greet patients and visitors in a courteous and professional manner
Answer and direct incoming phone calls
Schedule, confirm and reschedule patient appointments
Verify insurance information and collect copays or other payments
Maintain accurate patient records and update demographic information
Manage patient check-in and check-out processes
Respond to patient inquiries regarding appointments, forms and office procedures
Support medical staff with administrative tasks as needed
Ensure the front desk and reception area remain organized and welcoming
Maintain confidentiality and comply with HIPAA and office policies

What we offer

Medical
Vision
Dental
Life and disability insurance
401(k) plan
Free online training

Parttime

Office Specialist

This position serves as the front office point of contact for business ancillary...

Location

United States , Orland Park

Salary:

17.29 - 20.83 USD / Hour

ATI Physical Therapy

Expiration Date

Until further notice

Requirements

High School diploma or equivalent
1 or more years in an administrative position

Job Responsibility

Manages front desk through excellent customer service with the ability to multitask, including working in two simultaneous practice management systems
Manages and facilitates patient scheduling, intake, check in processes
Responsible for completing benefit verifications timely and accurately
Responsible for ensuring charges and documentation are completed timely and delivered to the client
Responsible for point of service (e.g. copay) collection
Keeps clinic stocked appropriately as needed

Fulltime

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Office Administration Specialist

Job Description

Job Responsibility

Requirements

What we offer

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