Office Manager

About this role

Responsible for ensuring the efficient, well-organized, and customer-focused operation of the office, managing a broad range of administrative and operational responsibilities. Key Responsibilities: Responsible for meeting and facilities management, including the setup and coordination of meeting rooms. Responsible for employee equipment and workplace setup, including hardware installation and employee onboarding. Support fleet management in close collaboration with HR and the Fleet Manager.

Order and maintain inventory of hardware, computers, mobile phones, and office equipment. Coordinate all technical requirements necessary for smooth office and meeting operations, including internet, power, and related infrastructure. Serve as the primary contact for external service providers and vendors, such as telecommunications providers, office supply vendors, cleaning services, and property management. Provide proactive support and act as a trusted point of contact for senior management and employees on all office and operations-related matters.

Manage incoming calls and serve as the first point of telephone contact. Welcome and assist visitors as the first point of contact at reception, ensuring excellent guest hospitality. Ensure seamless telephone accessibility for customers and other callers. Handle incoming and outgoing mail , manage documents, and maintain petty cash records. Coordinate and manage contractors, tradespeople, and external service providers.

Perform general office management duties , including ensuring the office is fully stocked with consumables (milk, coffee, tea, office supplies) and maintaining a professional and welcoming office environment. Procure office supplies and consumables , including obtaining quotations, cost calculations, ordering, and invoice verification. Manage special projects , such as organizing and equipping new workstations, office and building signage, and office/reception area design and layout.

Support workplace health and safety initiatives in close collaboration with HR. Lead and support ad hoc projects within Office and Operations Management. Languages: Native-level German and business-fluent English, both written and spoken. Native German speaker with business-fluent English proficiency. Several years of experience in Office Management, Executive Assistance, or Operations. Strong organizational and multitasking skills with the ability to manage competing priorities.