Office Manager (f/m/d)

About us

Climate Analytics is a global climate science and policy institute established in 2008 that delivers cutting-edge science, analysis and support to accelerate climate action and keep global warming below 1.5°C. Our international team is composed of roughly 140 staff. Half are based at our headquarters in Berlin, Germany, and the remainder work out of our five regional offices in Africa, Australia & Pacific, the Caribbean, South Asia and North America. Click here to find out more.

Aufgaben

We are seeking a highly organized and detail-oriented Office Manager to ensure the smooth daily operations of our Berlin office. The ideal candidate will manage various administrative tasks, coordinate office activities, and support internal processes to ensure an efficient, productive, and welcoming work environment. This role will work closely with team members across departments and support both local and international operations.

• Office Management:
• Oversee day-to-day office operations, ensuring a clean, organized, and efficient workspace.
• Order and maintain office supplies, including stationery, kitchen supplies, and other essential equipment.
• Manage technical equipment, liaise with IT for support, and ensure maintenance schedules are followed.
• Act as the main point of contact for service providers and external vendors.
• Communication & Reception:
• Serve as the primary liaison for guests, visitors, and incoming phone calls.
• Manage general office email accounts and correspondence, ensuring timely responses and efficient communication.
• Assist in coordinating mail and deliveries.
• Logistics & Events Coordination:
• Support the planning and execution of internal and external events, including booking venues, ordering catering, and preparing event spaces.
• Assist with the logistical planning and booking of team travel arrangements, both nationally and internationally.
• Support the event planning for climate-related conferences, office parties, and other events, including on-site presence in specific locations when required. (International travel will be required)
• Administrative Support:
• Provide administrative assistance to various teams, including document administration, filing, and record-keeping.
• Keep the general office calendar updated, schedule meetings, and manage appointment bookings.
• Prepare background documents for meetings and take minutes when needed.
• Financial Coordination:
• Collaborate with the Finance Team to track office expenditures, invoice processing, and document filing.
• Provide necessary documentation for financial reporting and assist in expense claims.
• HR Support:
• Assist with employee onboarding and offboarding, managing paperwork, and preparing new hire welcome kits.
• Maintain employee records and support HR processes as needed.
• Process Improvement:
• Identify opportunities to improve office workflows and develop efficient administrative processes that align with organizational needs.

Your profile

• Proven experience as an Office Administrator or in a similar administrative role.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills in both English and German.
• Proficiency in office software (MS Office, Google Workspace, etc.).
• Ability to work independently and collaboratively in a multicultural environment.
• High attention to detail and ability to handle confidential information with discretion.
• Willingness to work from the office and to travel for specific events.

Preferred Qualifications

• Familiarity with international organizations or multicultural offices.
• Experience with event planning and travel coordination.
• Basic knowledge of financial reporting or accounting processes.

Wir bieten

• A job with purpose. With us you will work in a team of highly engaged people and with your skills you can make a positive contribution to our work.
• We are a diverse and inclusive team and welcome your application regardless of your gender identity or expression, sexual orientation, religion, ethnicity, age, neurodiversity, disability status, citizenship, or any other aspect that makes you unique.
• We are working in a positive and inspiring working atmosphere with an international team.
• Deutschlandticket Job fully paid by Climate Analytics.
• 30 to 40 hours per week.

Important note

Please be advised that a valid work permit for Germany is required for non-EU citizens. Unfortunately, applications without a valid work permit and sufficient German language skills may not be considered.