Office Manager

About the Role

Mercury is a leading European provider of construction solutions, delivering and overseeing complex engineering and construction programmes for major global organisations. The company works across demanding sectors such as enterprise data centres, advanced technology and life sciences, hyperscale data centres, and fire protection. This position is based in Munich, Germany, and sits within a fast-moving project environment where strong administration and office coordination are essential.

The role is focused on keeping the office running smoothly, supporting senior leaders, and ensuring staff have the tools, systems, and environment they need to work effectively. It also involves close coordination with HR, IT, payroll, and time management functions, while maintaining confidentiality and providing professional support to business leadership.

Key Responsibilities

• Arrange travel and accommodation for staff as required.
• Attend meetings on behalf of senior management when requested, prepare minutes, and circulate them to the relevant stakeholders.
• Make sure employees have a proper and functional workplace environment.
• Coordinate, monitor, and order office stationery and other supplies.
• Handle holiday schedules for senior personnel on site.
• Oversee the day-to-day operation of the administration, payroll, and time management team reporting into the role.
• Support business unit leadership with confidential and commercially sensitive matters.
• Maintain spreadsheets, prepare reports, organise records and paperwork, and complete other administrative tasks as needed.
• Manage office systems, procedures, and facilities to keep operations efficient and well organised.
• Continuously look for better practices and more effective ways of working to improve office and wider business performance.
• Work with IT to ensure hardware and supplies are ordered on time for the project.
• Notify IT when replacements are needed and track equipment through the Asset Panda portal.
• Manage service contracts connected to the office.
• Provide professional secretarial support to the senior leadership team, especially for client correspondence, proposals, and presentation preparation.
• Perform any other duties linked to the position.
• Work with HR to help maintain office policies where needed.

Requirements

• At least 5 years of proven experience as an administrative assistant supporting senior management in a busy office setting.
• A qualification in Business at Level 5 or above.
• Previous experience in a high-pressure construction environment.
• Strong command of Microsoft Office tools, including Outlook, Excel, Word, PowerPoint, OneNote, and SharePoint.
• Solid working knowledge of SAP.
• Experience handling a high-volume employee time management system.
• Comfortable handling confidential information with professionalism and discretion.
• Strong organisation and multitasking abilities, with a focus on completing work on time.
• Confidence in dealing with senior leadership queries in a professional and effective manner.
• Able to work independently while also contributing as a key member of a busy team.
• Good time management, task prioritisation, and the ability to meet deadlines with minimal supervision.
• Ability to take initiative, use sound judgement, and contribute to change management.
• Capability to perform well in a fast-paced working environment.

Additional Information

Mercury is an equal opportunity employer. The role is based in Munich, Bavaria, Germany and is an onsite full-time position.

Company Overview

Mercury builds and manages complex engineering and construction projects for leading corporations worldwide, helping deliver technologies and advancements that connect people, communities, and businesses. The organisation emphasises innovation, certainty in delivery, and employee development in a supportive team environment.