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Category : Back/Middle Office & Administration   |   Location : Stuttgart

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Administrative Assistant

Date : 2019-08-02 05:26:00

For our international client we are looking for an ADMINISTRATIVE ASSISTANT!

2 open positions in Berlin and Stuttgart!


The Administrative Assistant is responsible for the day to day administrative and reception operations of the residence. The role will be the primary contact for all residents, contractors, suppliers, agencies and other stakeholders working within the building.


• Promote a ‘residents first’ culture and ensure their expectations are met.
• Take responsibility for management of the office and reception.

• Ensure that the customer service level of the residence team remains high and the agreed service level agreement is followed.
• Assist with the marketing of the residence, working with the central Marketing team to ensure the relevant strategy goals are delivered at residence level.
• Manage the sales process at the residence, including respond to enquiries by phone, email and webchat; conduct tours & residence viewings; monitor bed space availability; contact prospective new residents and maximise conversion rates to ensure the agreed occupancy level is met at all times.
• Address complaints and breaches of the residence code of conduct with residents and parents, gathering relevant evidence and preparing written outcomes. Escalate to the General/Residence Manager where necessary.
• Manage and communicate room cleans and reactive maintenance works.
• Assist the Systems team with the management of the property management system, ensuring all data entered by the team is correct and viable.
• Provide out of hours support to the residence as required, to ensure that issues are escalated according to procedure.
• Deliver on customer satisfaction targets.
• Assist with supervision of on-site maintenance operations including planned preventative and reactive maintenance.
• Assist with supervision of housekeeping operations to ensure that the site always remains presentable.

• Assist with health and safety standards of the residence to ensure they are adhered to and the team are trained and up to date with changing responsibilities, legislation and obligations.
• Ensure compliance with all agreements and contracts in delivery to residents, suppliers and stakeholders.
• Assist with management of any university partnership contracts and ensure compliance with service level agreements.

• Assist the General/Residence Manager and Operations Manager with budget management, occupancy commitments and cost plans.

• Assist in the implementation of cost management and revenue-generating initiatives to enhance operations where possible.
• Assist with accurate and timely reporting on a weekly and monthly basis.
• Ensure prompt collection of all sums due from residents and effectively manage all arrears and bad debt.
• Assist the General/Residence Manager with reconciling accounts against bank statements.

• Excellent written and verbal communication skills
• Ability to speak and write fluently in English would be desirable
• Ability to plan and prioritise
• Strong attention to detail
• Positive and enthusiastic attitude
• Passionate about creating a customer-focused environment for residents
• Professional and friendly demeanour
• Flexible and adaptable
• Proactive nature and ability to work on own initiative
• Ability to work in a fast-paced environment
• Excellent customer relationship skills

If you are interested in this opportunity please send your English CV to:


Approach People Recruitment was first established in 2000 and has, since then, become a leader in International Recruitment in Western Europe. We work closely with many of the World’s leading Multinational Companies to find their future talents.

We aim to offer highly professional advice to our candidates, taking into consideration their expectations and career goals. We try to constantly obtain new employment opportunities that match well our candidates’ skills and offer interesting career opportunities.

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