Office Manager

Project description

Join our team at the Böblingen office as an Office Manager, where your efforts are key to keeping our workspace impeccable and our customer service top-notch.

Responsibilities

1. Organizes and coordinates the office overall administration and management.
2. Implements the existing processes and procedures related to the office facilities.
3. Acts as point of contact for various office suppliers, such as post, shipping and mailing companies, office supplies, consumables and equipment, utilities providers, cleaning companies, etc.
4. Manages the relationship with the vendors, suppliers, service providers and landlords, ensuring timely delivery of services and products.
5. Manages contracts, analyzes and negotiates prices, terms and other commercial clauses with the Head of the Department for the benefit of the Company.
6. Supervises the cleaning process, construction and maintenance works, ensuring the premises are clean, tidy, safe and properly organized.
7. Coordinates meeting room reservations.
8. Provides general support and orientation info to visitors, guests or colleagues from other locations.
9. Cooperates with other internal departments, such as IT, Security, HR, Financial, etc., to ensure uninterrupted business activities.
10. Provides periodic or ad-hoc reports and statistics related to the office space to keep management informed.
11. Prepares workplace arrangements for new or transferred employees.
12. Manages office-related equipment purchases.
13. Processes internal purchase requests for office-related goods and supervises the internal flow using specific software (Purchase Order, invoice processing, delivery, payment, etc.).
14. Permanently monitors space occupancy and utilization and coordinates movements or space reconfiguration and reorganization within the office with the Direct Manager.
15. Supports remotely department colleagues from other locations and provides info and training when needed.
16. Ensures Health & Safety measures and policies related to the office space are implemented and respected.
17. Conducts inventory processes in the office, notices discrepancies, investigates unclear situations and provides solutions with the Direct Manager and other departments involved.

SKILLS

Must have:

• Communication Skills
• Customer Service
• Multitasking
• Organizational Skills
• Problem Solving

Nice to have:

• Previous experience in a similar role
• Corporate working experience