Katrin Lindner
Organized Office Administrator specializing in facility coordination, vendor relations, and workplace operations
Berlin
Professional Summary
Reliable and detail-oriented Office Administrator with extensive experience structuring administrative workflows, managing vendor relationships, and facilitating daily office operations in dynamic corporate environments.
Skilled at budget tracking, facility logistics, onboarding coordination, and implementing practical organizational systems that enhance workplace productivity and staff support.
Professional Experience
Veloctis Mobility Solutions GmbH
Berlin, Germany
Office Administrator
Mar 2019 – Present
- Supervise front-desk workflows, facility maintenance, and office logistics for a headquarters of 110 employees.
- Manage relations with 15 regular suppliers and facility vendors, negotiating quarterly service contracts to trim operating costs by 12%.
- Administer employee onboarding logistics, workspace configuration, security pass issuance, and equipment allocation in coordination with IT.
- Oversee petty cash funds, monthly office expense reporting, and pre-accounting invoice clearance using DATEV.
- Coordinated the transition to a hybrid-desk booking system, boosting desk utilization and preserving reliable office supplies coverage.
Kaldor Architecture & Urban Design PartG
Berlin, Germany
Office Administrator
Aug 2014 – Feb 2019
- Organized international client itineraries, staff travel arrangements, conference room scheduling, and executive calendars.
- Handled incoming supplier invoices, fee statements, and project document archives in compliance with statutory retention standards.
- Maintained office supplies inventory, procurement orders, and ergonomic workstation equipment for 45 studio personnel.
- Assisted project leads with formatting specifications, bid proposals, and presentation binders for public construction tenders.
Brandeis Media Services GmbH
Berlin, Germany
Administrative Assistant
Feb 2010 – Jul 2014
- Managed switchboard operations, client reception, courier deliveries, and incoming mail distribution for a busy production studio.
- Drafted routine correspondence, prepared meeting minutes, and tracked team attendance records.
- Reconciled monthly office supply budgets and resolved invoicing discrepancies with vendor accounts.
Education & Training
Oberstufenzentrum Bürowirtschaft II Berlin
Vocational Qualification (Kauffrau für Bürokommunikation) · Office Communication and Administration · Berlin, Germany · 1.6 (Gut) · Sept 2002 – Jun 2005
Completed three-year dual vocational training covering commercial correspondence, accounting fundamentals, workflow organization, and secretarial duties.
Key Projects
Office Relocation and Workplace Redesign
Apr 2022 – Nov 2022
- Chaired the internal planning team for transferring 90 staff members into a new 1,400 sqm office floor with zero business disruption.
- Supervised external moving contractors, telecommunication installers, and furniture assembly teams across a seven-month timeline.
Digital Document Archiving Migration
Sept 2017 – Mar 2018
- Digitized ten years of physical paper records into a centralized digital filing system, establishing naming conventions and access permissions.
- Trained 35 administrative and design employees on the document management portal and digital archiving procedures.
Core Competencies
Office Administration
Facilities Coordination
Vendor & Contract Management
Invoice Processing & Expense Tracking
Microsoft 365 (Word, Excel, PowerPoint, Teams)
DATEV
Travel & Calendar Management
Onboarding Coordination
Records & Document Management
Workplace Health & Safety
Languages
German
C2
English
C1
Certifications & Accreditations
Certified Office Management Specialist (Fachkaufrau für Büromanagement)
IHK Berlin · May 2016
Occupational First Aid and Workplace Safety Officer
Deutsche Gesetzliche Unfallversicherung (DGUV) · Mar 2024
Community Involvement
Berliner Nachbarschaftsnetz e.V.
Berlin, Germany · Jan 2022 – Dec 2025
- Volunteer Administrative Assistant
- Coordinated scheduling, material distribution, and check-in logistics for annual fundraising drives and community dinner events.