Site Assistant

Position: Site Assistant

Location: Butzbach, Germany

Department: Operations

Type: Full-Time, Onsite

About Piab Group

At Piab Group we improve our customers' productivity, sustainability, and safety through evolving industrial automation and have done so since 1951. We believe in an automated world where no resources are wasted, and no humans are injured. With annual sales of ~3 billion SEK and more than 1200 employees, Piab is a global organization, serving customers in more than 100 countries from a vast network of subsidiaries and channel partners. Since 2018, Piab Group has been owned by Patricia Industries, part of Investor AB.

What awaits you at our company

• Innovative Culture: Be part of a team that thrives on entrepreneurship and innovation.
• Global Impact: Work with a company that is a world leader in industrial automation.
• Global Presence: You will work in a truly global company with employees in more than 27 countries.
• Sustainable Vision: Contribute to an automated world, reducing resource waste and promoting safety.
• Professional Growth: Access opportunities for continuous learning and international career advancement.
• Diverse and Inclusive: Join a workplace that values diversity and fosters an inclusive environment.
• Stable fast-growing employer: As part of Patricia Industries and connected to the Wallenberg family, Piab Group benefits from strong support and a commitment to long-term growth and sustainability.

Job Mission

The Site Assistant supports the Site Management team and People & Culture processes through reliable organization, structured administration, and the purposeful use of digital tools and AI. The purpose of the role is to handle routine tasks efficiently, keep information up to date and easily accessible, and professionally prepare and follow up on decisions and site-related activities.

PREFERED COMPETENCIES

• Strong organizational skills, a careful and structured way of working, and a good understanding of priorities and deadlines.
• Confident use of Microsoft 365 and a strong willingness to use digital tools and AI applications responsibly.
• Ability to structure information clearly, communicate in an understandable way, and prepare content for different target groups.
• Discretion and a reliable approach to handling confidential employee and company information.
• Service orientation, initiative, willingness to learn, and an interest in continuous improvement.
• Good German and English skills for collaboration in an international environment.
• Ability to act in accordance with the Piab Code of Conduct and to understand and follow Piab values, mission, and relevant internal guidelines.

KEY RESPONSIBILITIES

• Coordinate and reliably follow up on appointments, travel arrangements, and visitor organization for Site Management.
• Organize and prepare meetings, compile relevant materials, and document and follow up on decisions, actions, responsibilities, and deadlines.
• Process and coordinate documents, purchase orders, and internal site communication.
• Maintain, update, and structure forms, policies, templates, and process descriptions in the knowledge database so they are easy to find.
• Build, test, use, and further develop the site AI agent for recurring routine tasks in alignment with the relevant functions.
• Provide administrative support for onboarding, offboarding, and time management, ensuring complete and timely processing.
• Prepare, manage, and maintain employment contracts, certificates, and personnel files while ensuring confidentiality and data protection.
• Create, review, and adapt letters, templates, reports, and onboarding packages with AI support for the relevant target groups.
• Prepare birthdays, anniversaries, and service anniversaries on time, in a personal manner, and according to site standards.
• Contribute to the design, documentation, and continuous improvement of digital workflows for recurring site and HR processes.
• Create and maintain simple overviews and dashboards for relevant site topics to ensure transparency on open items and deadlines.
• Ensure data quality in the systems and storage locations used, and help reduce duplicates, outdated content, and media breaks.
• Identify new digital functions and AI use cases, test them in controlled pilot applications, and document their benefit for the site.
• Create and conduct short user guides and practical trainings for digital tools, the knowledge database, and AI-supported ways of working.
• Support digital and organizational cross-site projects in collaboration with People & Culture, Finance, IT, and other departments.
• Carry out additional tasks according to skills, competencies, and business requirements.

KEY INTERFACES

• Site Management, local managers, and employees.
• People & Culture, Finance, IT, Purchasing, and other central or regional functions.
• External service providers, visitors, suppliers, and travel providers.
• Internal stakeholders responsible for data protection, information security, systems, and process standards.

EXPERIENCE AND EDUCATION

• Completed commercial, administrative, HR-related, or comparable education.
• Experience in office administration, site support, assistance, HR administration, or a similar role.
• Experience working with digital tools, Microsoft 365, databases, or workflow systems.
• Experience with HR-related administrative processes such as onboarding, offboarding, time management, or personnel documentation is an advantage.
• Experience using AI tools or supporting digitalization initiatives is an advantage.

SKILLS & ABILITIES

• Structured, reliable, and detail-oriented way of working.
• Strong communication skills and ability to work with different stakeholders.
• Ability to handle confidential information with discretion and care.
• Good prioritization skills and ability to keep track of deadlines and open tasks.
• Confidence in using digital systems and willingness to learn new tools.
• Continuous improvement mindset and interest in simplifying recurring processes.
• Fluent English & German.

How to Apply

If you are passionate about innovation and want to make a difference in the world of automation, we would love to hear from you! Apply over your LinkedIn profile or use the following link to upload your CV.

Please be advised that a valid work permit for the country we offer the open vacancy is required for non-EU citizens. Unfortunately, applications without a valid work permit can not be considered.