Administrative Assistant (m/w/d)

Where your expertise is needed

AUTODOC is the largest and fastest growing auto parts ecommerce platform in Europe. Present across 27 countries with around 5,000 employees, AUTODOC generated revenue of over €1.3 billion in 2023, supplying more than 7.4 million active customers with its 5.8 million vehicle parts and accessories for car, truck, and motorcycle brands. Curious minds, adventurous experts and tech-savvy professionals - one team, one billion euros revenue. Catch the ride!

What we’re looking for

AUTODOC PRO is looking for an Administrative Assistant (m/w/d) who will report into the AUTODOC PRO Head of DACH and provide comprehensive administrative support to ensure efficient business operations.

The position facilitates seamless communication and coordination between HR, managers, and other departments. It also ensures effective management of team resources, equipment, and feedback channels.

Job Responsibilities:

Administrative Integration Management

• Follow up recruitment processes by working closely with HR and departmental managers to ensure timely and effective hiring.

• Maintain and regularly update the employee dashboard and organizational chart to accurately reflect current staffing and organizational structure.

Team Equipment Management

• Oversee inventory management and procurement of work clothing and equipment for the team.

• Collaborate with central operations to plan and acquire necessary technology resources, including smartphones, computers, and accessories.

• Manage service provider relationships for the procurement and allocation of SIM cards; track distribution and usage.

• Assess needs for additional equipment purchases and initiate orders as required.

Vehicle Fleet Administration

• Coordinate vehicle rentals and ensure proper tracking of rental schedules and usage.

• Manage fuel card distribution and usage to support team mobility and ensure cost-effective operations.

• Supervise the administrative handling of vehicle accidents, including reporting and follow-up to facilitate timely resolution.

Field Feedback and Customer Support Management

• Identify and report website functionality issues, including bugs and navigation problems, to improve user experience.

• Handle customer complaints, inquiries, and other issues by providing timely support and follow-up.

• Assist users with extranet-related issues, troubleshooting as needed.

• Monitor and resolve post-sale issues in collaboration with the Contact Center and relevant service providers, addressing payment incidents, refunds, orders, and deliveries.

• Manage catalog content accuracy by addressing errors such as missing photos and incorrect product information based on customer feedback.

General Administrative Support

• Process subsidiary invoices and submit to the accounting agency using DEXT for timely reconciliation.

• Organize and coordinate travel arrangements, meetings, and seminars to support operational needs.

• Provide comprehensive administrative support to subsidiary managers as neede

Job Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field (or equivalent work experience).

• Experience (2+ years) in an administrative or assistant role, ideally within a dynamic, cross-functional environment.

• Experience with equipment, fleet, and inventory management is a strong plus.

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database management.

• Competency in using administrative tools such as DEXT, team communication platforms, and CRM or ERP systems.

• Excellent verbal and written communication skills in German and English, with the ability to liaise effectively across departments.

• Experience in customer service and managing client inquiries, with an aptitude for handling escalations and sensitive issues.

• Strong organizational skills with a meticulous eye for detail and accuracy.

• Ability to manage multiple priorities, meet deadlines, and adapt to changing business needs.

• Capable of working independently and taking initiative to improve processes and manage resources.

• Strong customer-oriented mindset and ability to work effectively with remote or centralized teams.

Perks at work

- Competitive salaries based on your professional experience
- Fast growing international company with stable employment
- Annual vacation of 30 days and 1 additional day off on your birthday
- Mental Wellbeing Program – the opportunity for free psychological counseling for you and your family members 24/7 hotline and online sessions
- AUTODOC Corporate Discount (1,080 Euros per annum) to order parts for their own use at special discounted rates
- Retail discounts of up to 75% on travel, technology, fashion and much more
- Opportunities for advancement, further trainings (over 650 courses on soft and hard skills on our e-learning platform) and coaching
- Free English and German language classes
- Flexible working hours and hybrid work
- Referral Program with attractive incentives
- Company pension scheme (Betriebliche Altersvorsorge mit Allianz)