We are seeking an Agencies Assistant with strong coordination and administrative skills to support partner and client relations, ensuring smooth operations and effective communication across all agency activities
Position Overview
The Agencies Assistant is responsible for providing comprehensive administrative, executive, and operational support to the company’s Agencies Supervisor or Agencies Manager, with a focus on specific agents, countries, or regional markets.
This role acts as the primary back-office and coordination arm for agency partners—handling communication, documentation, meeting arrangements, orders, proposals, pricing updates, training coordination, reporting, and all administrative processes between the company and its agents.
The Agencies Assistant ensures smooth collaboration, timely execution, and consistent support for agents, enabling the Agencies Supervisor to focus on strategy, performance, growth, and relationship management.
Important Notice
All positions advertised represent planned recruitment needs and may not be immediately available. They are expected to open during the upcoming period. The publication of these vacancies does not constitute a binding offer of employment at the present time.
Responsibilities
- Administrative & Executive Support: Assist the Agencies Supervisor with schedules, meetings, correspondence, and document preparation.
- Agent Coordination & Relationship Support: Serve as the main administrative contact for agents in assigned regions, ensuring timely communication and support.
- Proposals, Pricing & Contract Management: Prepare proposals, quotations, contracts, and maintain updated records in CRM systems.
- Meetings & Training Coordination: Organize meetings, training sessions, and workshops, prepare agendas, and follow up on action items.
- Order & Request Handling: Receive agent requests, coordinate with internal teams, track progress, and ensure timely execution.
- Campaigns, Marketing & Product Updates: Distribute marketing materials, promotions, and product updates to agents, supporting local campaigns when needed.
- CRM & Data Management: Maintain accurate CRM entries, track agent performance, and provide summaries to the Agencies Supervisor.
- Regional Support & Market Coordination: Handle administrative tasks for specific regions, monitor agent needs, and escalate issues when necessary.
- Reporting & Documentation: Prepare regular performance and progress reports, maintain dashboards, and ensure complete documentation.
Must Have
- Diploma or Bachelor’s degree in Business Administration, Management, International Business, or related fields.
- Experience in administrative support, coordination roles, account management, or partner support.
- Strong communication and interpersonal skills.
- Ability to manage multiple affiliates and tasks simultaneously.
- Experience working with CRM/ ERP tools and digital platforms such as Odoo.
- Strong organizational and documentation skills.
- Professionalism, reliability, and high attention to detail.
- Administrative coordination and Partner relationship support
- Strong communication and Time management
- Documentation and reporting, Task follow-up and execution.
Preferred Skills
- Experience in the relocation, recruitment, or professional services sectors.
- Multilingual capabilities (German /A1/- and English /B2 - C1/ required; additional languages an advantage).
- Knowledge of GDPR and data protection best practices.