Office Manager (f/m/d) in Cologne

Trusted Shops SE (DE); Köln; Hybrid; EUR 38,000 - 52,000; Full time

Benefits offered by this job

Hybrid work

Workation

28 vacation days

2.5 additional days off at Christmas,

Buddy programme

Individual training opportunities

Events (Team Events, Unit Events, etc)

Health Pass

Job summary

Trusted Shops invites an experienced Office Manager to join our Cologne team in a permanent, full-time position onsite with hybrid options. You will run the reception, coordinate office operations, and drive digital workflows while collaborating with international offices.

The role requires strong German and English communication, and comfort with Microsoft 365. You’ll support meetings, catering, and supplier relationships while maintaining a welcoming workplace.

Qualifications

• Experience in Office Management, Front Office, Reception, Assistance, Hospitality or a service environment.
• Structured, independent and reliable with ability to manage multiple priorities.
• Confident communicator with stakeholders across levels.
• Very good German and English skills (written and spoken).
• Proficient in Microsoft Office / Microsoft 365 and digital tools.

Responsibilities

• Office Management & Reception: be the first point of contact for employees, visitors, and providers.
• Organization & Coordination: manage Cologne office topics with EA team and C-Level.
• Meetings & Catering: plan internal, external and hybrid meetings with room prep and catering.
• Digital Office Processes: streamline administrative workflows and digitalize processes.
• Hardware & Shipping: coordinate IT hardware shipments to staff.
• Communication & Mail Management: handle internal/external communications and mail.
• Office Services: manage office supplies, stock, and distribution.
• International Collaboration: work with colleagues in other offices.
• Health & Safety: act as Safety Officer and coordinate ASA meetings with safety officers.
• Workplace & New Work: support office moves and development of the workspace.

Skills

Office Management

Reception

Front Office

Assistance

Hospitality

Customer Service

Communication

Tools

Microsoft Office / Microsoft 365

Job description

Trusted Shops creates digital trust between people, businesses, and AI Agents. Every day, millions of consumers rely on our solutions to make confident online decisions, while businesses use our products to build trust, strengthen customer relationships, and grow sustainably.With around 700 colleagues across Europe, more than 25,000 online shops, and over 40 million consumers in our Community of Trust, we are helping shape a safer and more transparent digital world.

To join our Office & Facility Management team, we are looking for an:

Office Manager (f/m/d)

Cologne (onsite) | Permanent Contract (Full-time)

Together with your colleagues you’ll manage our reception, the heart of our Cologne office, and create a welcoming environment for employees, visitors and external partners.

This role goes far beyond traditional reception. As our Office Manager (f/m/d), you’ll coordinate day-to-day office operations, improve and digitalize processes and help us create a modern workplace where people enjoy coming together.

What you’ll do

• Office Management & Reception: You are the first point of contact for employees, visitors and external service providers, ensuring a professional and welcoming experience.
• Organization & Coordination: You coordinate a variety of organizational topics across our Cologne office and work closely with our Executive Assistance team and C-Level.
• Meetings & Catering: You organize internal, external and hybrid meetings, including room preparation, follow-up and catering coordination.
• Digital Office Processes: You challenge existing processes and help us digitalize and improve administrative workflows.
• Hardware & Shipping: You coordinate and track the shipment of IT hardware to our employees.
• Communication & Mail Management: You handle internal and external communication via phone and email as well as incoming and outgoing mail.
• Office Services: You coordinate the purchase, stock and distribution of office supplies and support the smooth running of our workplace.
• International Collaboration: You work closely with colleagues across our international offices and support cross-location topics.
• Health & Safety: You take on responsibilities as a Safety Officer, coordinate Occupational Health and Safety Committee meetings (ASA) and collaborate with our fire safety officers and first aiders.
• Workplace & New Work: You support internal office moves and actively contribute to the continuous development of our workplace and New Work environment.

Your previous job title doesn't necessarily have to be “Office Manager”. What matters to us is that you enjoy organizing, take ownership and feel comfortable working with many different people and stakeholders.

• You have professional experience in Office Management, Front Office, Reception, Assistance, Hospitality, Customer Service, or another service-oriented environment.
• You have a structured, independent and reliable way of working and know how to keep track of multiple priorities.
• You are a confident communicator who enjoys interacting with different stakeholders and brings a professional, service-oriented mindset.
• You have very good German and English skills, both written and spoken. Additional languages are a plus.
• You are confident using Microsoft Office / Microsoft 365 and enjoy working with digital tools and processes.
• You don't just organize existing processes, you also enjoy finding ways to make them simpler and better.
• And one more thing: four dogs are part of everyday life in our Cologne office, so you should feel comfortable sharing your workplace with them.

What we offer you

• Hybrid work:Combine fixed office days with flexible remote work
• Workation:Temporarily work from a destination of your choice within EU, Iceland, Liechtenstein or Norway
• 28 vacation days
• 2.5 additional days off at Christmas, New Year's Eve and Carnival
• Buddy programme (an experienced trustee is at your side)
• Individual training opportunities
• Events (Team Events, Unit Events, etc.)
• Health Pass (free online and offline sports, fitness and health courses)

BUILD A COMMUNITY OF TRUST WITH US - #cometotrust

At Trusted Shops, we are interested in you as a person - whether you fit in with us is independent of gender, nationality, ethnic and social origin, religion/belief, disability, age, sexual orientation and identity. Trusted Shops is clearly committed to diversity and against discrimination.