Support Office & Contract Administration Assistant

Serco GmbH has established itself as a strong service provider in the German market, delivering high-quality engineering, technical, and management services across a variety of sectors. From its strategic position in Darmstadt, Serco supports critical operations for space, satellite, and technology projects, providing expertise in ground systems management, data processing, and mission logistics. Serco’s comprehensive service portfolio, backed by decades of experience, ensures operational excellence and efficiency, making it a trusted partner for both commercial and governmental clients in Germany. This strong foundation allows Serco GmbH to drive innovation and deliver value across the industry.

We’re looking for a Support Office & Contract Administration Assistant, to reinforce the team in our Germany office!

We look forward to meeting you!

Main Responsibilities

As Support Office & Contract Administration Assistant you will be responsible for:

Reporting to the German Contract Director, the appointed candidate will undertake the following:

• Contract administration: Preparation of financial data for customers.
• Processing 'Confirmations & Invoices' in customer's SAP system.
• Preparation/consolidation and tracking of customer documents, such as financial reports, minutes of meetings, timesheet (etc.).
• Management / processing of timesheets.
• Managing / coordinating customer RfOs.
• Tracking and follow-up on governance requirements (i.e. leave booking, Serco Essentials training, training plan).
• BERs, overtime request handling.

• Invoice preparation and handling. Preparation of sales invoices (using SOUT) and credit memos (in SAP).
• Sending sales invoices out to customers (email attachments or in customer system).
• Support RTR during month end un-billed revenue preparations.

• Bid support (populating job specs for recruitment etc.).
• General support of the daily contract management activities in Germany.
• General office communication and company representation.
• Organisation and administration of the reception area and office, including office purchase management.
• Reception and care of our guests and customers.
• Purchase management including quality assessments, expense tracking and reporting and raising purchase orders for stationery and hardware’s.
• Ordering and administration of mobile phones.
• Administration of company cars.
• Handling and logging incoming and outgoing correspondence, e.g. post, invoices, delivery notes.
• Uploading documents to Docusign.

Successful Candidate

Do you think you are the candidate we are looking for?
See below what experience or knowledge you should bring:
The position requires a proactive person with excellent organizational skills, a meticulous attention to detail, and a hands-on mentality.
As the position is working with the German management team, being a good team player is essential.

• Good communication skills are essential.
• Computer literacy and good MS Excel and Word (Microsoft 365) skills are required for the position.
• Experience with SAP a plus, as well as a good general understanding of company finance/commercial activities.
• Fluency in German and English is a prerequisite for the position.
• You should have a good educational background together with a successful proven experience in an administrative assistant or similar role.
• Some financial/business experience/understanding and appropriate IT skills in combination with being a quick learner & able to process new things quickly is more important that professional/educational background.

What we offer if you join our amazing team:

• Serco GMBH offers relocation support for all EU passport holders are planning to relocate to Germany. Relocation allowance: including a one-way flight ticket, transportation and 1 month in a hotel while securing permanent housing.

• Hybrid working model
• 50% subvention on Deutschland ticket
• Gym membership discount
• Participation in pension and health scheme
• 30 days of holiday