Administrative Officer (m/w/d)

About the role

We are a global company opening our new branch and office in Berlin, and we are looking for an Administrative Officer to help build it from scratch.

You will be the first point of contact on the ground: setting up the office, running day-to-day administration and logistics, and supporting finance and legal. You will work closely with the Admin Team leader (based remotely), and local and international stakeholders.

This is a long-term position. Once the office is up and running, you will stay on to manage day-to-day operations and administration, and you will be part of TRG's global Admin team, supporting company-wide initiatives such as annual events, the employee welfare program and business travel management.

Key responsibilities

Building the Berlin branch

• Lead the practical set-up of the new office: premises, furniture, IT equipment, suppliers and service contracts
• Plan and track set-up tasks as a project: timelines, budgets, open items and status updates to management
• Help create local processes and policies from scratch, and keep them documented

Administration and logistics

• Run day-to-day office administration and keep the office running smoothly
• Manage logistics: travel, accommodation, events, deliveries, couriers and supplier relationships
• Act as the local contact for authorities, landlords, vendors and service providers
• Support onboarding of new employees in Berlin (equipment, access, registration, first-day set-up)

Finance and legal support

• Process invoices, expenses and purchase orders, and prepare documents for bookkeeping
• Work with external accountants, tax advisors and lawyers on local requirements
• Support company registration, contracts, insurance and other legal and compliance paperwork

Global Admin team

• Be an active member of TRG's global Admin team, contributing to company-wide initiatives
• Help plan and run annual company events
• Support the employee welfare program
• Manage business travel arrangements
• Take part in further global admin projects and day to day work

Stakeholders and teams

• Work closely with stakeholders and support on priorities, scheduling and follow-ups
• Coordinate daily with your remote manager and keep them informed on progress and risks
• Be an active member of the local Berlin team and work with global teams across time zones

Requirements

• German at C2 level (fluent, written and spoken)
• Very good English, written and spoken (C1 or above); English is our working language with global teams
• 2+ years of experience in office administration, office management or a similar role
• Hands-on experience with logistics and with supporting finance and legal tasks
• Project management skills: you can plan, prioritise and follow through on many tasks at once
• Mobile and flexible: able to move around Berlin and travel when needed; driving license and a car are required
• Confident with Adobe, Microsoft Office or Google Workspace; experience with accounting tools is a plus

Who you are

• Accountable and responsible: you own your tasks from start to finish and people can count on you
• Proactive and efficient: you spot what needs doing before you are asked, and you find the quickest good way to do it
• Calm under pressure: you thrive in a fast-paced environment, handle stress well and stay focused when priorities shift
• Comfortable with uncertainty: a new branch means not everything is defined yet, so you bring structure instead of waiting for it
• Great multitasker: you juggle many tasks, people and deadlines at the same time
• Excellent communicator: clear, warm and confident with stakeholders, colleagues, suppliers and authorities alike
• Positive energy: you bring a smile and good vibes, and you are fun to work with
• Committed: you are ready to go the extra mile to make the Berlin office a success
• Passionate: you love administration, organisation and project management, and you are excited to build something from zero

What we offer

• A chance to build a new office from the ground up and shape how it works
• A long-term key role with direct access to stakeholders and real impact from day one
• Membership in TRG's global Admin team and an international, supportive team across several countries