Office Manager

ProjectDescription

The Office Manager to join the Team in our Braunschweig office. Ensures the office is run optimally and establishes a great visitors, employees and clients experience.

Responsibilities

Organizes and coordinates the office overall administration and management;
Implements the existing processes and procedures related to the office facilities;
Acts as point of contact for various office suppliers, such as but not limited to: post, shipping and mailing companies, office supplies, consumables and equipment, utilities providers, cleaning companies, etc.;
Manages the relationship with the vendors, suppliers, service providers and landlords, in order to have the services and products delivered in time;
Manages the contracts, analyzes and negotiates the prices, terms and other commercial clauses together with the Head of the Department for the benefit of the Company;
Notices and escalates the issues, unconformities, delays or mistakes to the respective provider in order to ensure the optimum level of facilities functionality and to prevent business disruptions and employees discomfort;
Supervises the cleaning process, the construction and maintenance works and the general status of the office, making sure the premises are clean, tidy, safe and properly organized;
Coordinates the meeting rooms reservations, solves possible booking situations, organizes external activities on an ad-hoc basis;
Provides general support and orientation info to the visitors, guests or colleagues from other locations;
Cooperates with other internal departments, such as IT, HR, Financial, etc., in order to make sure that the business activities run without interruptions;
Provides periodically or on ad-hoc basis reports and statistics related to the office space in order to keep the management properly informed;
Prepares the workplace arrangements for the new or transferred employees, prepares the workplace, updates the info in the internal systems and processes the equipment requests together with the other departments involved
Manages the office-related equipment purchases;
Processes the internal purchasing process for the office-related goods and supervises the internal flow using specific software (Purchase Order, invoice processing, delivery, payment, etc.);
Manages the tasks related to the employees who leave the company and make sure the policies and processes are applied accordingly;
Permanently monitors the space occupancy and utilization and coordinates movements or space reconfiguration and reorganization within the office together with the Direct Manager;
Monitors and updates the internal systems to make sure there are no discrepancies (plans, type of spaces and rooms, desk allocation for employees, etc.);
Supports remotely the department colleagues from other locations and provides info and training, when needed;
Collaborates closely with the Physical Security Department and supports by issuing the access cards for employees and visitors;
Ensures the Health &Safety measures and policies related to the office space are implemented and respected;
Conducts the inventory process in the office, notices the discrepancies, investigates the unclear situations and provides solutions together with the Direct Manager and other departments involved.

Skills

Must have

Organizational Skills, Customer Service, Communication Skills, Problem Solving, Multitasking;

Nice to have

International work experience.

Languages

English: C1 Advanced

German: C2 Proficient

Seniority

Regular

Work Type

Facilities Operations

Ref Number

VR-65611