Office Coordinator in München bei Tiffany & Co

Tiffany & Co… the name instills images of Beauty, Romance and the iconic Blue Box. It is a Symbol of Excellence. For more than 180 years, Tiffany has created a legacy of exquisite designs and romantic ideals. Tiffany & Co.'s rich heritage of celebrated artists, historic milestones and magnificent jewelry creates the foundation from which our employees build upon each day. Tiffany employees are passionate, kind and professionally committed. We hold ourselves and our co-workers to very high standards. We continually educate ourselves about new merchandise collections, cultures and the evolving luxury market. Our respect and love for the brand creates a workplace like no other. We expect our employees to deliver the Tiffany Experience to each and every customer and Tiffany is committed to creating an organization that recognizes and rewards excellence in service of this promise. For us, it is a dream to be associated with a company that is forever aligned with exquisite craftsmanship, timeless design and a dedicated commitment to corporate sustainability.

We are looking for a motivated Office Coordinator for our Munich Head Office.

YOUR RESPONSIBILITIES:

Office Management

• Take responsibility for resolving any maintenance issues, liaising with the building’s office management team on behalf of the company
• Coordinate the booking system for the office conference room. Arrange the preparation of IT systems ready for booked meetings and the preparation of the room in conjunction with the Office
• Act as the point of contact for the office administration team, directing people to the correct team member for requests outside of the role responsibilities

Administrative And Personal Support Of Executive Team

• Support the Managing Director NE with administration tasks including travel itineraries and reservations for planned visits, expense reports and submissions, health insurance claims.
• Manage and plan the MD’s calendar and daily/weekly agenda
• Consolidate and present information from the weekly Leadership Team Meeting to the MD
• Prepare all documents and agendas ahead of meetings and visits
• Assist with ad-hoc projects for the MD in line with our business strategy
• Support the management team with any projects as requested by the MD
• Support Retail Director with administration tasks including travel itineraries and expense support
• Collect, open, and forward all incoming mail to the appropriate staff member
• Package, label, dispatch and maintain records of local and international mail according to company procedure and in timely manner
• Assist in the induction and training of new staff in office protocols and ensuring such protocols are maintained
• Frequent and high-quality communication about events, facilities and expected internal etiquette.

Head Office Operations

• Support office departments in daily activities such as collect, pack and ship architectural samples for projects in development, organizing meetings, provide inductions for office new starters
• Planning and ordering of Office supplies, including paper, envelopes, office material and printing material.
• Oversee Office maintenance including material, cleaning, appearance and filing and facility management.
• Manage office general admin, scanning and filing of invoices
• Manage Vendors for all landline, mobile phones, and internet as well as for delivery options for office team members

YOUR QUALIFICATIONS:

• Previous experience in an Office Coordinator or Personal assistant role, preferably within the luxury, retail or creative industry
• Exceptional organizational skills, with the ability to prioritise and manage conflicting demands appropriately
• Experience in vendor management
• Highly motivated and pro-active; acting with professionalism in all interactions
• Demonstrated ability to proactively present and escalate ideas, suggestions and problems to ensure continuous improvement
• Admirable written and verbal communication skills and the ability to problem solve, influence and create positive stakeholder relationships
• Resilient, diplomatic, confidential and trustworthy
• Self-assured; ability to host and address people across all levels at the organisation with confidence
• Native in German language, fluent in English,
• Proven experienced in Managing Microsoft Outlook Calendar
• Advance Microsoft Excel, Word and Power Point skills
• Strong attention to detail

Our Benefits

• Training and development opportunities within the world's largest luxury group LVMH
• An interesting job within an exciting international luxury brand
• Attractive employee