Office Administrative Supervisor (Part-Time)

At Micromach, we specialize in developing and delivering cutting-edge ultrafast laser micromachining solutions for high-precision applications in aerospace, medical, and semiconductor industries.
We are seeking a highly organized and responsible Part-Time Office Manager to support our daily operations.

• The ideal candidate will serve as the key administrative contact in our Willich office (small team) and act as a communication bridge between our site, local authorities, service partners and other stakeholders.1. Administrative & General Office Management
• · Support daily operations in administrative tasks.
• · Communicate with service providers (equipment suppliers, tax advisors, logistics partners, insurance companies, building managers, etc.).
• · Communicate with local authorities (Finanzamt, Arbeitsagentur, Ausländerbehörde, Zoll, etc.).
• · Manage reception duties: phone calls, emails, letters, visitors.
• · Arrange meetings, appointments, business visits, and related logistics.
• · Organize internal meetings: scheduling, preparation, documentation, and minutes.
• · Manage office supplies, reimbursement submissions, asset tracking, and other daily administrative tasks.
• 1. Contract & Procurement Support
• · Track the execution of signed contracts: supplier progress, invoice verification, payment applications, pre-acceptance arrangements, shipment follow-up, etc.
• · Support procurement activities: collecting, organizing, and archiving technical agreements, commercial contracts, and supplier documentation for headquarters.
• 1. Financial & HR Support
• · Assist with financial tasks: preparing invoices, checking accounts, payment applications, and bank-related information.
• · Support HR activities including onboarding, basic training coordination, and maintaining personnel-related documentation.
• 1. Documentation & Coordination
• · Translate, compile, sign, archive, and maintain confidentiality of company documents.
• · Maintain internal documentation systems and proper filing.

• · Strong organizational and communication skills.
• · Ability to work independently with a high sense of responsibility.
• · Fluency in English and German.
• · Experience in administration, finance support, procurement, or HR is preferred.
• · High level of reliability, confidentiality, and attention to detail.