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Office Manager

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Job ID 44822BR

About Wells Fargo

Wells Fargo & Company (NYSE: WFC) is a leading global financial services company with $2.0 trillion in assets and offices in over 37 countries. Founded in 1852 and headquartered in San Francisco, Wells Fargo provides asset management, capital raising and advisory, financing, foreign exchange, payments, risk management, and trade finance services to support customers who conduct business in the global economy. At Wells Fargo, we want to satisfy our customers’ financial needs and help them succeed financially. We also value the viewpoints of our team members and encourage them to be their best. Join our diverse and inclusive team where you will feel valued and inspired to contribute your unique skills and experience. We are looking for talented people who will put our customers at the center of everything we do. Help us build a better Wells Fargo. It all begins with outstanding talent. It all begins with you. Learn more at our International Careers website.

Market Job Description

The branch management/administration team consists of the Branch Manager, one Office Manager, one Administrative Assistant, one Finance Manager, one Finance Assistant, one Tax Manager, two Compliance Professionals and one IT support. The Administration Team is responsible for the branch management, office management, business oversight, strategy, legal and regulatory, finance (incl. account payable), tax, vendor management, IT support and property related matters for the branch. The administration team works very closely with the central support units in London, Dublin and the US. The Frankfurt based management/administration team supports two branches in two locations (Frankfurt and Dusseldorf) with currently 96 team members.

The role of the new office manager will oversee and coordinate the daily administrative activities in the office in agreement with the local branch management. In this regard, the officer manager will liaise and coordinate with property/facility management/IT and service providers (incl. vendor management), coordinate and oversee maintenance work, establish office procedures and controls and will support in vendor management and payroll related queries.

In the Frankfurt office, we have a very international environment with people from over ten different nationalities, so a lot of intercultural working relationships and a great team spirit team spirit is waiting for you.

  • Oversee and coordinate the daily administrative activities in the office in agreement with the local branch management
  • Assist the branch management in the daily work
  • Liaise and coordinate with property/facility management/IT and service providers (incl. vendor management)
  • Coordinate minor repairs/renovations
  • Coordinate and oversee maintenance work
  • Establish office procedures and controls
  • Assist other local offices where required
  • Maintain inventory of office supplies; order office supplies and others
  • Coordinate admin meetings and maintain tracker list of pending issues
  • Prepare management meetings and take minutes as required
  • Handling incoming and outgoing post
  • Diary management including travel booking and preparing agendas
  • Arranging meetings/events in the Frankfurt office and abroad, both internally and externally
  • Booking conference calls, meeting rooms, taxis, couriers etc.
  • Assisting with the setting up and clearing of meeting rooms including refreshments and AV equipment
  • Managing and processing expenses within Concur
  • Expense reporting and reimbursements
  • Filing, archiving, scanning, printing and binding documents
  • Reception responsibilities; meeting and greeting visitors to the office
  • Filing, faxing, scanning documents
  • Drafting and reviewing documents, correspondence and presentations in English and German
  • Assistance in account payable and vendor management issues as required
  • Special projects as required

Market Skills and Certifications

  • Successfully completed training as office clerk, bilingual secretary or similar
  • Proven experience as office clerk, administrative / executive assistant, secretary or similar
  • Excellent German and English skills (verbal and written)
  • Excellent Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
  • Profound experience in Concur
  • Profound experience in accounts payable procedure / travel expenses accounting
  • Experience in the financial services area preferable
  • Professional and friendly manner
  • Strong organizational and administrative skills
  • Ability to work independently, as well as part of a larger team
  • Ability to multi-task and work to deadlines
  • Ability to manage priorities across multiple teams
  • Excellent telephone manner and communication skills
  • Experience of reception desk duties would be advantageous

We Value Diversity

At Wells Fargo, we believe in diversity and inclusion in the workplace; accordingly, we welcome applications for employment from all qualified candidates, regardless of race, color, gender, national or ethnic origin, age, disability, religion, sexual orientation, gender identity or any other status protected by applicable law. We comply with all applicable laws in every jurisdiction in which we operate.

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