Office Manager (m/f/d)

Numa; Berlin; Vor Ort; EUR 42.000 - 65.000; Vollzeit

Zusammenfassung

Numa in Berlin near Potsdamer Platz is hiring an Office Manager who will be the heart of our HQ. You’ll own how our space operates, feels, and grows with the team, and you’ll continuously find ways to make it more efficient, sustainable, and engaging.

You’ll manage daily office operations, vendor relations, onboarding, access control, events, safety, and our office budget, while ensuring a welcoming environment for visitors, candidates, and partners and supporting our subtenant arrangements.

Qualifikationen

• 2+ years in Office Management or Workplace/Facility Management.
• Experience coordinating external vendors and meeting deadlines.
• Highly organized with strong attention to detail.
• Tech-savvy with Google Workspace, Slack, Notion, Asana, or similar.
• Hands-on with Claude or similar AI tools, or willingness to learn.
• German at C1 and English at B2 level or above.
• Hands-on and proactive in a hospitality scale-up environment.

Aufgaben

• Manage day-to-day office operations, deliveries, supplies, and welcoming the space.
• Serve as first point of contact for visitors, candidates, and partners.
• Plan and run employee events and team culture initiatives.
• Handle mail and onboarding tasks, equipment and access management.
• Oversee keys, RFID access, and building security codes.
• Coordinate vendor relations and office budget, invoices, and cost tracking.
• Support landlord, subtenant access, and shared facility matters.
• Coordinate maintenance, safety, and cleaning services.

Kenntnisse

Office management

Vendor management

Organizational skills

German (C1)

English (B2)

AI tools

Claude AI

Google Workspace

Slack

Notion

Asana

Tools

Google Workspace

Slack

Notion

Asana

Claude AI

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.

ABOUT THE ROLE

Office Operations & Guest Experience (approx. 50% of your time)

• 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.
• 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.

About You

Must-haves

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

Nice-to-haves

• Experience in a start up or scale up environment.
• Basic understanding of building or fire safety compliance.
• Fire safety officer (Brandschutzhelfer) or first aid officer (Ersthelfer) certification, or willingness to get certified.

ABOUT OUR OFFER

• Empower your career: Thrive in a fast-paced, collaborative environment where your ideas help shape our future. Enjoy opportunities for professional growth and build a fulfilling career path.
• Experience our brand: Immerse yourself in the Numa lifestyle with a complimentary stay. Share the love with friends and family through exclusive discounts on our stylish apartments. Connect with a global community of colleagues at our inspiring team-building events.