Office Coordinator & Administrative Assistant

Job description

At Fresenius Medical Care, we are the global leader in kidney care, committed to improving the lives of patients with chronic kidney disease. Our mission is to deliver high-quality, innovative products, services, and care across the entire healthcare journey. Guided by our vision—“Creating a future worth living. For patients. Worldwide. Every day.”—we work with purpose and compassion, supported by a global team of over 110,000 employees. Within our Care Enablement segment, we develop and provide life-sustaining medical products, digital health solutions, and therapies that empower clinical teams and improve patient outcomes. Our FME Reignite strategy drives transformation through innovation, efficiency, and sustainable growth. Our values guide how we work: We Care for our patients, each other, and our communities We Connect across teams and borders to deliver excellence together We Commit to doing things the right way— growing with purpose and leading kidney care with integrity and innovation Goal of function: Provide comprehensive administrative, operational, and logistical support to ensure the efficient functioning of the department and a seamless employee and stakeholder experience. Your Responsibilities: Act as the first point of contact for visitors and guests, ensuring a professional reception experience Coordinate office maintenance activities and follow up with external vendors and service providers ·Organize business travel arrangements, including flights, accommodation, and transportation Provide administrative support to the team and ensure smooth day-to-day operations Maintain accurate records, documents, and databases Coordinate meetings, appointments, and calendars as required Prepare, update, and distribute reports, presentations, and correspondence Support internal processes by handling administrative requests in a timely manner Assist with data entry, filing, and document management Liaise with internal stakeholders to ensure effective communication and follow-up on actions Monitor shared mailboxes and respond to inquiries or redirect requests as appropriate Support the organization and coordination of events, meetings, and other team activities Ensure compliance with company policies and administrative procedures Support the coordination of events, site access, and visitor management Assist with ad hoc administrative tasks as required Your Profile: 2+ years of experience in office administration, facility management, or departmental support within structured corporate environments University degree in Public Relations, Communications, Foreign Languages, Business Administration, or a related field is an advantage Experience supporting reception, office management, vendor coordination, and travel arrangements Fluent in English, both spoken and written Strong problem-solving skills with the ability to adapt quickly to changing priorities and situations Proactive, self-driven, and able to work independently with minimal supervision Excellent communication skills and a high degree of discretion and professionalism Experience in event planning, coordination, and logistics management Tech-savvy with the ability to learn and navigate corporate systems efficiently Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint Strong familiarity with SAP Concur, SAP Ariba, and Aravo platforms Experienced in supporting administrative, operational, procurement, expense management, and vendor-related processes Our Offer for you: There is a lot you can discover at Fresenius Medical Care, regardless in which field you are an expert and how much experience you have - all dedicated to your professional journey. Whether in front of or behind the scenes - you are helping to make ever better medicine available to more and more people around the world Individual opportunities for self-determined career planning and professional development A corporate culture in which there is enough room for innovative thinking - to find the best solution together, not the quickest one A large number of committed people with a wide range of skills, talents and experience The benefits of a successful global corporation with the collegial culture of a medium-sized company This role starts within a minimum annual gross salary benchmark of €39.000, in accordance with applicable transparency regulations. The final offer will be determined based on experience, skills, and internal equity. In addition, we offer a competitive total rewards package, including short-term and long-term incentive plans, as well as a range of benefits.