Office Coordinator (Part time)

At PPRO, our mission is to simplify access to local payment methods and our vision is to enable the sale of goods and services to anyone in the world using their preferred way to pay. We empower partners such as Ant Group, PayPal and Stripe to access new markets, connect with more customers, and accelerate their growth.

Our strength lies in our diverse global team with 50+ nationalities and 10+ international locations - all united around one goal – to deliver the best possible products and services to our partners and customers. While our company mission is to keep innovating global commerce, our internal mission is to #chooseaction, #beopen, #thinkcustomer, #gofurther and #wintogether.

This Berlin-based role is essential in overseeing and coordinating daily operations for our Cologne and Luxembourg offices, while also providing substantial support to the Berlin office. The role requires the candidate to be in the Berlin office three times per week, with occasional traveling to other offices, facilitating close collaboration with core teams and the Executive Assistant to ensure smooth operations across all locations.

Your impact in this role

• Facilities & Maintenance: Ensure each site is fully equipped and operating efficiently. This includes managing office spaces, meeting rooms, tea/coffee facilities, supplies, and equipment upkeep. Serve as the primary contact and represent the Munich office during the Office Manager's absence.
• Events & Culture: Organise and lead events and activities for Cologne and Luxembourg offices. Collaborate closely with the EA to the CTO/CCO and internal teams to foster a dynamic, engaging workplace culture.
• Health & Safety Compliance: Maintain a safe working environment by overseeing health and safety protocols, conducting annual safety checks, and arranging First Aid and Fire Marshal training to ensure proper coverage in Cologne and Luxembourg.
• Workspace Setup & IT Coordination: Coordinate desk risk assessments and collaborate with IT to facilitate smooth onboarding and setup for new employees.
• Administration & Compliance: Manage office access for new hires and departures, process invoices, oversee contracts, and maintain budget control for Cologne and Luxembourg, with an emphasis on achieving high audit standards.

What would make you a great fit:

• Experience in Facilities or Office Management: Proven experience in facilities, office, or operations management, ideally in a multi-site environment, with the ability to handle everything from daily office upkeep to larger logistical challenges across multiple locations.
• Exceptional Organizational Skills: Strong attention to detail and excellent time-management skills to juggle tasks such as space planning, supply ordering, and event organization, ensuring smooth day-to-day operations.
• Communication & Interpersonal Skills: Excellent written and verbal communication abilities in both English and German, with the capacity to represent the Munich office confidently in the Office Manager’s absence and collaborate effectively with diverse teams across Cologne and Luxembourg.
• Health & Safety Knowledge: Familiarity with health and safety compliance requirements, including experience coordinating safety protocols, arranging safety training, and ensuring compliance with workplace regulations.
• Event Planning Experience: Experience organizing events and activities that foster an engaging workplace culture, with a collaborative spirit to work closely with internal teams and contribute positively to team morale.
• Problem-Solving Skills & Proactivity: A proactive approach to identifying potential issues before they arise, with the ability to troubleshoot and resolve problems in facilities, supplies, and equipment quickly and efficiently.

What's in it for you:

• Insurance: Because better safe than sorry - we want our employees to benefit from various insurances including accident insurance, disability insurance, direct insurance (bAV) and travel insurance.
• Gym membership: PPRO helps contribute towards the costs of your gym membership, supporting your physical fitness journey while easing the burden on your wallet.
• Professional and personal development: We provide leadership cafes, on-the-job training, and access to LinkedIn learning to help you gain knowledge beyond your role. We also offer German language courses to our non-native speakers employees.
• Mental Health Platform: We’ve teamed up with a top well-being platform to provide one-on-one therapy, chat therapy, therapist-led courses, guided meditations, and more.