Office Manager (m/f/d)

Berlin, Germany (hybrid)

Employee

Office Management

This position is to be filled at our company Medialine Communications GmbH.

Medialine Communications GmbH is an established ICT and communications company headquartered in Berlin. We support our customers with high-performance solutions in the areas of IT services, communications, and managed services.

To strengthen our team, we are looking for an experienced individual as Office Manager (m/f/d) who takes responsibility, further develops structures and ensures smooth office operations.

Framework conditions

Full-time/part-time position with 30–40 hours per week
Berlin location with regular presence in the office

Tasks

Management and further development of office management processes, as well as coordination of daily office operations.
Scheduling and organizational support for the management and executive team.
Overall responsibility for office operations and facility management (e.g. workplace organization, monitoring order and cleanliness, meeting room coordination, coordination with the building management, maintenance and repair coordination, and management of the office inventory)
Managing external service providers and being responsible for the office budget: Procurement of office supplies and services, contract management, price negotiations, and review of invoices and service records.
Organization and coordination of business trips for sales staff and management (flights, trains, hotels, rental cars) including review and approval of travel expense reports.
Responsibility for company car organization, from obtaining and evaluating offers to coordinating with leasing companies, to commissioning and managing leased vehicles.
Central point of contact for office-related topics and active participation in shaping the employee experience, including support with the onboarding of new employees and close collaboration with HR (e.g., workplace policies, occupational safety)
Providing support in the planning and organization of company events in cooperation with the internal event management team.
Ensuring a professional, welcoming and well-organized office environment for employees, visitors and business partners.
Continuous optimization of office and workplace processes to increase efficiency, quality and employee satisfaction
Coordinating support for management and quality requirements, e.g., maintaining documentation and participating in ISO certifications.

Responsibilities