Administrative Coordinator (m/f/d)

The Administrate Coordinator provides support to the Walt Disney Imagineering site office team through guidance on processes in the daily site office routine, resolving challenges, and support relocation and travel processes.

This is position is on-site in Papenburg, Germany.

Responsibilities:

• Support the site office team with day to day questions, proactively resolve day to day challenges and pitch in to help;

• Manage inventory of the office supplies, then devise a more efficient way to keep things in stock; order supplies and equipment along with other office management responsibilities;

• Schedule conference rooms, meetings and video chats;

• Maintain different data for the team, such as organizational charts, distribution lists etc.)

• Prepare regular reports and summaries as well as presentation for the team

• Plan events like service anniversary, recognition parties, lunch-and-learns and team-building activities;

• Assist with on-boarding new employees – you’ll be the “friendly face” that newbies count on to answer all their questions; provide basic training on processes, tools, and methodologies.

• Developing and continuous improving the travel strategy for business traveler:

  • Organization of transportation (early securing of local transportation capacities) and accommodation (housing identification and walks) together with internal and external partners

  • Allocation of accommodation and transportation for travelers and rotation management (cleaning schedule, key handovers, parking passes)

  • Communication with travelers and creation of information for travelers as part of “Know before you Go” presentations

  • Development and continuous improvement of the travel process to achieve efficiency gains

  • Maintaining travel tools (e.g. Smartsheet) and creating travel dashboards for various target groups

• Help gather, collate, and distribute project data and reports to project teams and stakeholders. Supporting project managers with meeting preparation and follow-up (i.e. attending Core Team Meeting, preparing agendas and MoMs). Facilitating communication within the project team and with stakeholders