Office Manager – Administration & Site Coordination (m/f/d)

Take Charge of Your Future – Now!

Founded in 2000 as a startup for engineering services, 3defacto has grown into an owner-managed company with 80 full-time employees. We design and build extraordinary machines and industrial systems – each proudly carrying the "Made in Germany” mark of quality.

Ready for a New Challenge?

At 3defacto, you’ll find an environment that inspires and empowers you to do your best work. We are a team of true doers, where short decision-making paths and clear structures give you plenty of room to bring your ideas to life. Are you self-driven and goal-oriented, eager to take on responsibility and achieve results?

If so, we encourage you to apply today and become part of our innovative and dynamic team!

Your Responsibilities

• Site Administration: Independently manage all secretarial and administrative tasks at our headquarters, the "Technikum – Mühltal” site.
• Incoming Goods & Order Management: Receive and inspect incoming goods, record and reconcile delivery notes, verify invoices against purchase orders, and assign materials to storage locations and project orders.
• Customer Invoicing & Supplier Orders: Prepare outgoing invoices for customers and place purchase orders with suppliers.
• Document Management: Maintain a structured filing system and manage internal correspondence, project-related files, and organizational documents.
• Inbox & digitization: Processing of incoming mail as well as digitization of relevant documents.
• Organisation: Contact person for central topics such as fleet management, holiday planning and independent preparation of meetings at the site – combined with active support for other general concerns.
• Communication & switchboard: Confident written correspondence as well as professional acceptance and forwarding of calls.
• Coordination: Cooperation and coordination with the secretariat at the northern location.
• Travel management: Support in the review of travel expenses as well as partial organization and accounting of business trips.
• Assistance: Assumption of organizational support tasks with development prospects in the direction of assistance.

Your Profile

• Qualification: Completed commercial training, a degree in business administration or a comparable qualification.
• Experience: Professional experience in the same or similar function – ideally in office management with a high level of responsibility as well as knowledge of administrative organization and preparatory accounting.
• Expertise: Strong digital skills, confident handling of MS Office and openness to modern communication technologies and digital tools.
• Work Approach: High self-motivation, process- and solution-oriented thinking, and a structured, independent, and reliable working style—openness to digital tools and AI-driven processes is explicitly welcomed
• Soft Skills: Loyalty, discretion, the ability to work in a team and a high degree of responsibility.
• Language skills: Confident communication skills and good expressiveness in German and English.

We offer