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Office Management Specialist (m/f/d)

  • Backoffice DE
  • Full time
  • Mainz
  • Posted more than 30 days ago

It's fun to work in a company where people truly BELIEVE in what they're doing!

Do you know what efficient office management looks like, always keep things in order, and have an open ear for all employees and guests? Then we should get to know each other! Strengthen our back office team as soon as possible or at the earliest opportunity in an unlimited permanent position, either full-time or part-time.

About the job:

  • Represent evoila, welcome our customers and guests, and take care of their hospitality

  • The preparation and follow-up of meetings are also part of your responsibilities

  • You are responsible for our office management and handle various administrative tasks, such as processing incoming and outgoing mail, courier shipments, and purchasing office and catering materials

  • Manage our fleet

  • Handle travel bookings for management colleagues and ensure smooth travel arrangements

  • Process incoming and outgoing invoices

  • Support our finance team with administrative tasks related to accounting

  • Maintain an organized document filing system

  • Additionally, take on additional location and potentially special or project-related tasks

Who you are:

  • Completed commercial apprenticeship with ideally initial professional experience in a similar position

  • Proficient in using the MS Office suite

  • Your structured working style allows you to keep track even in stressful situations

  • Enjoy working in a team and convince with your organizational talent and communication skills

It would be optimal if…:

  • You enjoy working independently and solution-oriented

  • You love variety and a broad range of tasks

  • You speak fluent German and good English

In addition to ample room for professional and personal development, we offer you a high degree of responsibility.


Du weißt, wie effizientes Büromanagement aussehen muss, behältst immer den Überblick und hast immer ein offenes Ohr für alle Mitarbeitenden und Gäste?

Dann sollten wir uns kennenlernen!

Verstärke unser Backoffice-Team ab sofort oder zum nächstmöglichen Zeitpunkt in einer unbefristeten Festanstellung in Voll- oder Teilzeit.

Deine Aufgaben:

  • Du repräsentierst evoila, nimmst unsere Kunden und Gäste in Empfang und kümmerst Dich um deren Bewirtung

  • Die Vor- und Nachbereitung von Meetings gehört dabei ebenso zu Deinem Aufgabenbereich

  • Du verantwortest unser Office Management und übernimmst diverse administrative Aufgaben, wie z.B. die Bearbeitung der Ein- und Ausgangspost, Kuriersendungen und den Einkauf von Büro- und Bewirtungsmaterial

  • Du verwaltest unser Fuhrparkmanagement

  • Du übernimmst die Reisebuchungen für Kolleginnen und Kollegen des Managements und sorgst für einen reibungslosen Reiseablauf

  • Du übernimmst die Bearbeitung von Ein- und Ausgangsrechnungen

  • Du unterstützt unser Finance Team bei administrativen Tätigkeiten rund um den Bereich Rechnungswesen

  • Du behältst jederzeit den Überblick – eine ordentliche Dokumentenablage ist für Dich selbstverständlich

  • Zusätzlich übernimmst Du weiterer Standort- und ggf. Sonder- oder Projektaufgaben

Was Du mitbringen solltest:

  • Du verfügst über eine kaufmännische Berufsausbildung mit idealerweise ersten Berufserfahrungen in einer vergleichbaren Position

  • Du bist routiniert im Umgang mit dem MS-Office Packet

  • Durch Deinen strukturierten Arbeitsstil behältst Du auch in stressigen Situationen den Überblick

  • Du arbeitest gerne im Team und überzeugst durch Dein Organisationstalent und Deine Kommunikationsfähigkeit

Optimal wäre, wenn …:

  • Du gerne eigenständig und lösungsorientiert arbeitest

  • Du  Abwechslung und ein breites Aufgabengebiet liebst

  • Fließend Deutsch- und gutes Englisch sprichst

Neben viel Raum für die fachliche und persönliche Entwicklung bieten wir Dir ein hohes Maß an Eigenverantwortung.

Permanent Full-Time

In addition to a varied project landscape, we offer you a high degree of personal responsibility and the cooperation with a growing and motivated team, in which you can bring in your ideas.

What we offer you:
– Mobile Office
– Premium Work Equipment
– Extensive Further Training
– Employee Events
– Country-Specific Employee Bonuses (e.g. cooperation with  EGYM Wellpass, JobRad and much more)


Maria Kiel

Office Management Specialist (m/f/d)

Vivien Vogt


+49 6131 4888 303


Motivated employees are an essential precondition for our future entrepreneurial success. That is why we put great emphasis on a good balance between life and work.


Retirement Provision

By using salary conversion, you can save smartly for the future: a portion of your gross salary is directed into company pension plans. This allows you to save on social security contributions and income tax. You end up investing more in your retirement savings than what you miss out on net. Everything happens automatically – including the tax aspect. Secure and intelligent retirement planning!

First Class Laptop

To ensure that your work is not hindered by the equipment, you do not get any laptop, but a premium laptop.

EGYM Wellpass

With the EGYM Wellpass, you get access to 6,500 sports and wellness locations in Germany and Austria. Evoila supports your fitness journey. Whether it's fitness, yoga, or meditation – find the perfect offering for you. It's also available digitally for your home office needs. With Evoila and EGYM, you can stay active and keep moving!


Steer onto your desired company bike with evoila! We lease your dream bike for you – whether it's an e-bike, mountain bike, or city cruiser. Use it anywhere: for work, leisure, or sports. The payment? Simple and cost-effective, directly deducted from your gross salary. Thanks to smart tax arrangements, you can save up to 40% compared to buying. Pedal and save!


Voucher Card

With Ticket Plus City from Edenred, you can shop wherever and whenever you want! Whether it's at Douglas, REWE, or refueling on the go – you decide. It's for everyone, from full-time employees to interns. With over 40,000 acceptance points in Germany, both in-store and online, it's easy, flexible, and stress-free.


Coffee counter and Carrera track are options you can use during your time at the office for balance, small indulgence and fun.


Employee Events

In addition to a summer and Christmas celebration, we regularly organize our After Work Drink! Exchange with colleagues, away from daily business. This is important to us to grow more and more together as a professional team.

Corporate Benefits

In the team, there's not only fun but also discounts! Fashion, travel, electronics? We've got it. Thanks to Corporate Benefits, you always save. Why pay more when you can get it cheaper?



In addition to the fixed salary, you will receive an annual special payment based on the business outcome and your personal goals.



You receive a premium or special payment e. g. for new employees who are mediated by you.

Trust Based Working Hours

Sometimes it is necessary to arrange your working time flexible. After the probationary period we make this work for you. This will include home office days as well as being able to push a morning or afternoon wherever it is possible.


Open questions? We’re here to help

If you show the willingness to learn something new every day and to use the knowledge in the team and with customers, then we are exactly the right place for you. In addition, you want to get to the bottom of new things and understand them technically down to the last detail? Your job and your hobby merge at times and the IT is one of your greatest passions? Then you should read on now anyway because it is our goal to make you become an expert who is one step ahead of therest.

If you feel comfortable in a cloud technology like OpenStack, CloudFoundy, AWS, etc. or you know a lot about a virtualization technology like VMware vSphere, then you’re in the right place with us. We will also train you as a cloud engineer or cloud architect.

After about 1 week, you will know whether we want to get to know you. Then you will be invited to an online conversation.

Your document should contain a personal address as well as your CV and your previous qualifications such as school, study, certifications, certificates, etc. A picture of you can also be included in the letter as well as your salary requirements.

After an online conversation via Skype, Zoom or another online tool we will provide you with a simple task. You will bring along the result of the task to a personal conversation in one of our offices. When everything fits, nothing will prevent us from hiring you.

Usually the conversations (online and onsite) take place with you, a potential team leader for your position and a human resources representative.

We evaluate your score using a point system. That is based on your documents, the interview, the personal impression and the result of the small task.

Your application documents will only be made available to the HR department, the management and the potential team leader. All data will be treated confidentially.