Office Manager

Numa; Berlin; Hybrid; EUR 40.000 - 60.000; Vollzeit

Benefits dieser Stelle

Stay night at numa stay

Geographic flexibility

Remote options

Agile work environment

Team events and retreats

Work from home equipment

Zusammenfassung

numa seeks an Office Manager to be the heart of our Berlin HQ near Potsdamer Platz. You will own daily operations, manage vendors, support onboarding, and shape team culture.

You’ll handle safety, access control, and budget responsibilities while coordinating events and guest experiences. We value highly organized individuals with startup experience, German C1 and English B2, and hands-on comfort with collaboration tools.

Qualifikationen

• Experience coordinating external vendors and holding them accountable to deadlines.
• Highly organized, detail oriented with ability to juggle competing priorities.
• German at C1 level and English at B2 level or above.
• Tech savvy with Google Workspace, Slack, Notion, Asana or similar tools.
• 2+ years in Office Management or Workplace/Facility Management.
• Hands-on with Claude or similar AI tools or willingness to learn.
• Experience in a startup or scale-up environment.

Aufgaben

• Manage day-to-day office operations: deliveries, supplies, and keeping the office welcoming.
• Be the first point of contact for visitors, candidates, and partners.
• Plan and run employee events and team culture activities.
• Handle mail (virtual and physical) and onboarding handovers for new hires.
• Manage access, keys, and safety procedures.
• Coordinate building safety, maintenance, and vendor relationships.
• Oversee budget, invoices, and cost-saving initiatives.

Kenntnisse

Vendor management

Project management

German (C1)

English (B2)

Tools

Google Workspace

Notion

Asana

Slack

Jobbeschreibung

• As our Office Manager, you’re the heart of our HQ, just off Potsdamer Platz in Berlin. You set the tone every day: the mood, the structure, and an environment people genuinely want to work in. You’ll have real ownership over how our HQ operates, feels, and grows with the team, and you’ll keep finding ways to make it more efficient, sustainable, and engaging
• Manage day to day office operations: deliveries, supplies, snacks, printers. Keep the office tidy, stocked, and welcoming throughout the day
• First point of contact for visitors, candidates, and business partners
• Plan and run employee events, from team lunches to company celebrations and all hands watch parties. This is your space to bring your own ideas and creatively shape team culture and wellbeing, not just logistics
• Handle virtual (Dropscan) and physical mail: review, forward, archive
• Support new hire onboarding: hand over laptops so people are ready to work from day one, show them around the office, and manage equipment returns when someone leaves
• Office Operations & Guest Experience (approx. 50% of your time)
• Manage keys, RFID access, and visitor codes, including issuing building access (RFID chip or code) for new joiners and removing it for leavers
• Occasional support with outgoing package shipping and couriers for urgent items
• Facility & Workplace Safety (approx. 25% of your time)
• Own the building’s statutory maintenance schedule (fire safety, elevator, electrical, ventilation): coordinate vendors, track renewal dates, keep us compliant
• Main point of contact for workplace and fire safety topics, including coordinating first aid officer training
• Coordinate technicians and tradespeople for repairs and installations
• Manage our cleaning services, both internal team and external vendors, including for shared spaces with our subtenant
• Landlord, Vendors & Budget (approx. 25% of your time)
• Manage the day to day landlord relationship
• First point of contact for our office subtenant on access and shared facility matters
• Own office vendor contracts, renewals, terms, and recordkeeping
• Own and develop our office budget: process office invoices, track costs, and actively look for ways to run things more efficiently, without compromising on team satisfaction or day to day quality. Deliver a clear monthly spend overview

Benefits

• We want you to understand our product so upon your start, you’ll get to spend a night at your nearest numa stay!
• Geographic flexibility
• Remote options & flexible hours
• Agile work environment with flat hierarchies
• Team events and retreats
• Work from home equipment

Requirements

• Experience coordinating external vendors, comfortable holding them accountable to deadlines
• Highly organized, detail oriented, juggles competing priorities without dropping things
• German at C1 level or above (you’ll deal with our landlord, tradespeople, and authorities in German) and English at B2 level or above
• Tech savvy: comfortable with Google Workspace, Slack, Notion, Asana, or similar tools
• 2+ years in Office Management or Workplace/Facility Management
• Hands-on experience with Claude or similar AI tools, or a clear interest in learning to use them in your day-to-day work
• Hands on and no task too small. We’re a hospitality scale up, and that mentality runs through everything we do
• Experience in a start up or scale up environment
• Fire safety officer (Brandschutzhelfer) or first aid officer (Ersthelfer) certification, or willingness to get certified
• Basic understanding of building or fire safety compliance