Office Manager

Who you are

• 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
• 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

What the job involves

• 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

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