Office Manager

Sobi; München; On-site; EUR 55,000 - 75,000; Full time

Benefits offered by this job

Competitive compensation

Emphasis on work/life balance

Collaborative environment

Opportunities for professional growth

Diversity and Inclusion

Impact on rare disease patients

Job summary

Sobi is seeking an Office & Operations professional to ensure the efficient, well-organized, and customer-focused operation of our Munich office. You will manage a broad range of administrative duties and partner with HR on workplace initiatives.

Responsibilities include facilities management, onboarding, procurement, and coordinating external services to maintain a welcoming, efficient workplace. Fluency in German and English is required.

Qualifications

• Native German with business English proficiency.
• Several years of experience in Office Management, Executive Assistance, or Operations.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent communication and interpersonal skills with a service-oriented mindset.
• Proven ability to work independently while collaborating effectively across teams.
• Strong project coordination and event management skills.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Experience with office technology, hardware procurement, and IT onboarding processes.

Responsibilities

• Manage meeting and facilities coordination, including setup of meeting rooms.
• Oversee employee equipment and workplace setup, including onboarding.
• Support fleet management in collaboration with HR and Fleet Manager.
• Order and maintain inventory of hardware and office equipment.
• Coordinate technical requirements for smooth office and meeting operations.
• Serve as primary contact for external service providers and vendors.
• Provide proactive support to senior management and employees on office matters.

Skills

German (native)

English (business)

Office management

Executive support

Multitasking

Communication

Stakeholder coordination

Tools

Microsoft 365

Job description

Statistics show that women and underrepresented groups tend to apply to jobs only if they meet 100% of the qualifications. Sobi encourages you to change that statistic and apply. Rarely do candidates meet 100% of the qualifications. We look forward to your application!

At Sobi, each person brings their unique talents to work as a team and make a difference. We are dedicated to developing and delivering innovative therapies to improve the lives of people who live with a rare disease. Our edge comes from our team of people and our commitment to patients.

Here at Sobi, our mission and culture get us excited to come to work every day, but here are a few more reasons to join our team:

• Competitive compensation for your work
• Emphasis on work/life balance
• Collaborative and team-oriented environment
• Opportunities for professional growth
• Diversity and Inclusion
• Making a positive impact to help ultra-rare disease patients who are in need of life saving treatments

Job Description

Responsible for ensuring the efficient, well-organized, and customer-focused operation of the office, managing a broad range of administrative and operational responsibilities.

Key Responsibilities:

• Responsible for meeting and facilities management, including the setup and coordination of meeting rooms.
• Responsible for employee equipment and workplace setup, including hardware installation and employee onboarding.
• Support fleet management in close collaboration with HR and the Fleet Manager.
• Order and maintain inventory of hardware, computers, mobile phones, and office equipment.
• Coordinate all technical requirements necessary for smooth office and meeting operations, including internet, power, and related infrastructure.
• Serve as the primary contact for external service providers and vendors, such as telecommunications providers, office supply vendors, cleaning services, and property management.
• Provide proactive support and act as a trusted point of contact for senior management and employees on all office and operations-related matters.
• Manage incoming calls and serve as the first point of telephone contact.
• Welcome and assist visitors as the first point of contact at reception, ensuring excellent guest hospitality.
• Ensure seamless telephone accessibility for customers and other callers.
• Handle incoming and outgoing mail, manage documents, and maintain petty cash records.
• Coordinate and manage contractors, tradespeople, and external service providers.
• Perform general office management duties, including ensuring the office is fully stocked with consumables (milk, coffee, tea, office supplies) and maintaining a professional and welcoming office environment.
• Procure office supplies and consumables, including obtaining quotations, cost calculations, ordering, and invoice verification.
• Manage special projects, such as organizing and equipping new workstations, office and building signage, and office/reception area design and layout.
• Support workplace health and safety initiatives in close collaboration with HR.
• Lead and support ad hoc projects within Office and Operations Management.
• Languages: Native-level German and business-fluent English, both written and spoken.

Qualifications

• Native German speaker with business-fluent English proficiency.
• Several years of experience in Office Management, Executive Assistance, or Operations.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent communication and interpersonal skills with a service-oriented mindset.
• Proven ability to work independently while collaborating effectively across teams.
• Strong project coordination and event management skills.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Experience with office technology, hardware procurement, and IT onboarding processes.
• Knowledge of facilities management and workplace operations.

Additional Information

All Sobi employees need to demonstrate behaviors in line with Sobi's core values: Care, Ambition, Urgency, Ownership and Partnership. Are you ready to be on the Sobi team? Come join a culture that empowers every person to be the person that makes a difference for rare disease.

Why Join Us?

We are a global company