Office Administrator (m/f/d) – 30 hours per week

Candidate Profile

To support our Office Management team, we are looking for a reliable, service-oriented Office Administrator who can independently manage the day-to-day operations of our Berlin office while acting as the primary on-site point of contact for employees, visitors, and service providers.

As our Berlin office supports both local and international teams, the successful candidate must be comfortable working in both German and English. While English is the primary language of communication within the office, the role requires fluency in German to liaise with local vendors, building management, service providers, visitors, and authorities.

Professional Requirements

• Completed commercial/business administration training or a comparable qualification
• Ideally 2–3 years of experience in office management, reception, or a similar administrative role
• Experience welcoming and supporting guests in a professional environment, including international visitors
• Experience managing vendors and external service providers
• Knowledge of office supply management, purchasing, and inventory control
• Experience monitoring budgets and tracking operational expenses
• Experience handling incoming and outgoing mail, deliveries, and general office administration
• Proficiency in Microsoft Office or Google Workspace; experience with Slack is an advantage
• Fluent German and English, both written and spoken

Personal Profile

• Strong customer service mindset with a natural hospitality approach
• Friendly, confident, and professional demeanor
• Highly organized with the ability to work independently and manage priorities
• Hands-on attitude with the ability to coordinate multiple tasks simultaneously
• Reliable, proactive, and takes ownership of responsibilities
• Enjoys working in a collaborative and international environment

Key Responsibilities Office Operations

• Manage the day-to-day office operations to ensure a smooth and efficient workplace
• Maintain office supplies, inventory, and equipment while coordinating orders and deliveries
• Manage vendor relationships, including food and beverage services
• Monitor office and storage inventory levels and ensure timely replenishment
• Liaise with external vendors, service providers, and building management
• Experience in planning, organizing, and delivering employee and client events
• Support office budgeting and track operational expenses

Front Desk & Workplace Experience

• Act as the first point of contact for employees, visitors, and vendors, creating a welcoming and professional office environment.
• Welcome and support guests, ensuring a positive visitor experience.
• Manage and maintain the office key inventory and access records.
• Handle incoming and outgoing mail and coordinate deliveries.
• Support internal meetings and the day-to-day operation of the office.
• Organize internal employee events (approximately two per year).
• Support the planning and execution of customer events in collaboration with the Workplace team.

Basic IT Support

• Distribute laptops and mobile phones to new employees
• Support equipment replacements and returns
• Work closely with the IT team to maintain an accurate physical and digital equipment inventory