Office Manager

at  Veeva Systems

Team: Facilities
City: Frankfurt
Country: Germany
Veeva Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster. As one of the fastest-growing SaaS companies in history, we surpassed $2B in revenue in our last fiscal year with extensive growth potential ahead.
At the heart of Veeva are our values: Do the Right Thing, Customer Success, Employee Success, and Speed. We’re not just any public company – we made history in 2021 by becoming a public benefit corporation (PBC), legally bound to balancing the interests of customers, employees, society, and investors.
As a Work Anywhere company, we support your flexibility to work from home or in the office, so you can thrive in your ideal environment.
Join us in transforming the life sciences industry, committed to making a positive impact on its customers, employees, and communities.

REQUIREMENTS

• At least 3 years of Office or Facilities Management experience
• Excellent customer service and communication/interpersonal skills
• Self-starter with a positive, can-do attitude. Able to work in a dynamic environment
• Budget management experience
• Strong project management skills, able to juggle multiple tasks with accuracy
• Intermediate to Advanced MS Office (Word, Excel, PPT) and general computer skills
• Experience supporting Executives (managing agenda, travels, expenses…)
• Good command of English and German Languages

THE ROLE

The Office Manager is responsible for maintaining Veeva’s Frankfurt office to a very high standard of excellence. This role includes managing all day-to-day office processes, coordinating small projects, and maintaining the overall facility. This person must be detail-oriented, with strong customer service values, time management skills and the ability to work in a dynamic environment. This role will report to the Sr. Director of Workplace and Facilities, Europe, and a member of the Europe and Global Workplace Team. This role is office-based in our current Frankfurt, and later in our New one in Downtown Frankfurt.

WHAT YOU’LL DO

• General Office Management:
• Execute daily office walkthroughs to ensure that the office is sparkling clean and fully stocked with the supplies employees need
• Work with the Global Workplace Team and contractors to ensure health & safety, including fire safety. Maintain a supply of first aid equipment
• Manage ordering of food/drinks and supplies, including vendor coordination (janitorial services, utility vendors, food suppliers, etc.) and associated budgets
• Ensure a welcoming reception experience for employees and visitors. Manage mail/shipping functions for the office
• Support new hire onboarding with desk set-up, office tours, supplies, and security badges for access. Set a positive tone for new hires
• Act as a point of contact for employee and visitor requests, comments, and concerns
• Support the local Site leader with executive assistant service
• Workplace Projects:
• Manage office ticketing system and resolve requests or issues efficiently
• Execute small projects with the help of contractors and the Global Workplace Team, including budget management
• Maintain space plans and support managers as they coordinate personnel moves
• Coordinate all purchases of furniture, fixtures, and equipment for the office
• Work with property management and maintenance contractors to ensure maintenance is being performed and all issues are resolved
• Ensure the office is compliant with Veeva security standards, including managing the badging process in the office
• Manage aspects related to an ISO14001 environmental certification, including environmental management system good practices
• Keep up-to-date internal office-related web sites
• Event Management:
• Manage and coordinate all logistical details for onsite events - meeting rooms, AV setup, food & beverage, and rentals
• Work with employees to develop regular gatherings and office events
• Plan and execute annual employee events, including holiday party and summer event