About this job

Serco is a leading Space Services Provider with thousands of skilled resources that has supported over 50 space missions on behalf of more than 10 Space or Government agencies around the globe, including the ESA and NASA. Serco offers space capability across the full space lifecycle from satellite testing to launch services, LEOP to spacecraft operations, space surveillance to data management, and supporting downstream application development.

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 are currently looking for a Support Office & Contract Administration Assistant to join our Serco office in Darmstadt, Germany. As a Support Office & Contract Administration Assistant you will manage key administrative tasks such as contract administration, invoice handling, and document tracking to ensure smooth business operations. You will also support daily contract management activities, coordinate customer requests, and manage office communication. This role requires strong organizational skills, attention to detail, and fluency in both German and English to provide effective support in a dynamic office environment.

Responsibilities

Contract administration:

• Preparation of financial data for customers
• Processing “Confirmation & 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 preparation

As well as:

• Bid support (populating job specs for recruitment etc.)
• General support of 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
• 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

Profile

• Educational degree along with a successful proven experience in an administrative assistant or similar role
• Financial/Business experience understanding and appropriate IT skills in combination with being a quick learner and able to process new things quickly is preferred than professional/educational background
• Computer literacy and good control of Microsoft 365 Office package
• Experience with SAP is a plus, along with good general understanding of company finance/commercial activities
• Fluency in both German and English
• Strong communication skills
• Team player personality, proactivity, strong organizational skills, meticulous attention to detail and hands-on attitude

All candidates must be eligible to work in the EU.

On Offer:

• Relocation allowance: including a one-way flight ticket, transportation from the airport to a temporary hotel, and one month of paid accommodation 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

Relocation:

Darmstadt, Germany, offers a central location in Europe, making it an ideal base for travel and business within the EU. Major cities are well-connected by road, rail, and air, with Frankfurt Airport being one of Europe’s busiest and most well-connected airports, facilitating easy international travel.

Serco GMBH offers relocation support for all EU passport holders that are planning to relocate to Germany and work for SercoGMBH.

DE&I:

Diversity, Equity & Inclusion at Serco GMBH is based on a culture where every voice is heard, and every employee feels valued. Working together as one team, we can enhance the experience of our people and teams, improve the value of our solutions to better serve the missions of our customers, and make an impact in our world.