Office Manager

Your main responsibilities

• Ensure the smooth and professional running of daily office activities, including welcoming visitors, managing mail and deliveries, coordinating with external vendors and suppliers, and maintaining office supplies.

• Provide high-level assistance to the Head of NWE, including calendar management, travel coordination, and other administrative tasks.

• Facilitate a seamless onboarding experience for new hires by setting up workstations, introducing office tools and processes, and serving as a point of contact for initial queries.

• Organize internal and external meetings, country visits, and events — including booking meeting rooms, preparing participant lists, and overseeing logistical arrangements.

• Act as the liaison for company vehicle processes — assisting employees with vehicle orders and returns, and managing communication with leasing partners.

• Process incoming invoices by conducting initial checks and approvals, and assist with collections or follow-ups when needed.

• Collaborate with the Marketing department to order, manage, and distribute branded materials and PR assets as required.

• Provide flexible support across departments for a variety of one-off projects and time-sensitive initiatives.

Your profile

• 5+ years of experience managing office operations in a fast-paced environment: managing budgets, office supplies, and vendor relationships, ensuring cost-effective and efficient operations.

• Strong organizational and multitasking skills, with the ability to juggle priorities and handle unexpected challenges with ease.

• Excellent communication and interpersonal abilities, acting as a key point of contact across teams, vendors, and leadership.

• Proficient in office software and systems, including Microsoft Office, Sharepoint, OneDrive

• A proactive, solutions-oriented mindset with a hands-on approach to problem-solving and a passion for creating a positive work environment

• Being fluent in German and English is a must