Office Manager – Administration & Executive Assistance

About the job

Our key person in the office. With overview, initiative and joy in shaping things.

The position at a glance

• Your role: Organise the daily office routine, support customers and relieve the management and project leadership.
• Your scope for design: Take responsibility, improve processes and help implement our new operational software.
• Your strengths: Organisational talent, reliability, positive charisma and enthusiasm for modern technology.
• Your environment: Young team, short decision-making paths and modern software with AI agents.

Why we are looking for you:

At MB Boiler & Heating AG, many threads come together daily: customer concerns, projects, reports, offers and invoices. To create a well-organised working day from this, we are looking for a person who thinks along, sets priorities and reliably completes tasks.

As managing director, I wish for someone with whom I can work openly and straightforwardly. A person who gladly takes responsibility, asks questions when unclear and contributes their own ideas. You should have the opportunity with us to make a difference in daily business and in the further development of our company.

You organise our daily office routine.

• You coordinate the administration and keep an eye on appointments, pending tasks and open issues.
• You process reports, check documents for completeness and independently obtain missing information.
• You create invoices and assist in preparing offers.
• You keep customer, system and project data up to date and ensure a comprehensible filing system.

You are our voice externally and an important link internally.

• You support our customers by phone and in writing – friendly, competent and reliable.
• You coordinate information between customers, management, project leadership and technicians.
• You relieve me and our project managers in day-to-day business and independently take on agreed tasks.

You help shape our digitalisation.

• You accompany the introduction of our new operational software together with management and the software provider.
• You contribute the requirements from administration and help to structure workflows sensibly.
• You support data transfer and test new functions based on concrete tasks.
• You assist the team in application and document important processes in clear instructions.
• You recognise opportunities for improvement and bring ideas for the use of software and AI agents.

What distinguishes you

You work independently and carefully. Even when the phone rings and several concerns arrive simultaneously, you keep an overview, set priorities and address bottlenecks early.

You are flexible, resilient and enjoy a dynamic environment. With your cheerful, open manner, you contribute to good collaboration. You pitch in, keep commitments and face demanding situations in a friendly and clear manner.

Professionally, you bring:

• A commercial education or comparable practical experience.
• Experience in administration; knowledge from a craft or technical company is welcome.
• Confident German language skills and confidence in dealing with numbers.
• IT affinity and willingness to familiarise yourself with new applications.
• Discretion and a responsible approach to confidential information.

Experience with the introduction of operational software is a plus.

What to expect from us

• A versatile key role with direct collaboration with management.
• A young team and short, straightforward decision-making paths.
• Personal responsibility and freedom of decision within clearly agreed responsibilities.
• Room for your ideas and the opportunity to implement improvements yourself.
• A modern working environment with state-of-the-art software and AI agents.
• The opportunity to help shape our new operational software from the start.

Let’s get to know each other.

I am interested in what you have organised and achieved so far, which tasks you enjoy and why you want to take on this role.

If you recognise yourself in this, I look forward to your application and a personal conversation.

Timo Schweizer
Managing Director · MB Boiler & Heating AG