Office Manager (f/m/d)

at subsidary IONOS SE in Berlin
Full-time | Permanent | Professionals
Reference ID: I-629

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About us

IONOS is the leading European digitalization partner for small and medium-sized businesses (SMB). The company serves around six million customers and operates across 18 markets in Europe and North America, with its services being accessible worldwide. With its Web Presence & Productivity portfolio, IONOS acts as a 'one-stop shop' for all digitalization needs: from domains and web hosting to classic website builders and do-it-yourself solutions, from e-commerce to online marketing tools. In addition, the company offers Cloud Solutions to enterprises who are looking to move to the cloud as their businesses evolve.   

As the main contact for colleagues, this role involves the proactive support of all organizational matters while creating a modern, pleasant work environment. Situated at reception, the workplace serves as the hub of our office, where organizational talent is crucial for maintaining an overview. This ensures the smooth operation of the office routine and internal events.

Responsibilities include:

• Ensuring the smooth running of office processes and managing reception staff
• Responding to employee inquiries regarding office-related matters, such as office supplies, furniture, and hardware
• Taking responsibility for optimal guest care and catering
• Overseeing meeting rooms and coordinating internal meetings
• Handling incoming and outgoing mail, as well as mail distribution and shipping
• Supporting the onboarding process of new employees
• Managing the purchase and administration of office and consumable supplies, including beverage and fruit orders
• Creating an attractive work environment by managing office decoration, greenery, and employee snacks
• Assisting in the organization of internal or external events, such as parties, all-hands meetings, and conferences with partners
• Addressing issues related to occupational safety and fire protection in collaboration with the safety officer
• Supporting the Facility Manager in all matters of maintenance and building management, including contractor and supplier negotiations, managing onsite service providers, and handling contracts and monthly invoices
• Assisting the Office IT with issuing and inventorying hardware, as well as managing the receipt and dispatch of defective hardware

Requirements:

• A solid understanding of business processes and procedures
• Proven experience as an Office or Facility Manager, Front Office Manager, or Administrative Assistant
• In-depth knowledge of office management tasks, systems, and procedures
• A high level of service orientation and a hands-on mentality
• Familiarity with legal fundamentals, particularly in data protection and information security
• Proficiency in office software (preferably Google Workspace) and practical experience with office equipment, such as printers and workplace furniture
• Initial experience in project management related to office organization, office design, relocations, and team events

Personal Attributes:

• Enjoyment of teamwork and supporting colleagues
• Responsibility for tasks and decisions
• The ability to communicate clearly and share ideas openly
• Excellent organizational and planning skills
• Independence in carrying out administrative tasks
• Superb time management and multitasking abilities, along with priority-setting skills
• Attention to detail and strong problem-solving abilities
• Flexibility and adaptability to new situations
• The capacity to develop creative solutions and suggest improvements

Benefits:

• Subsidized canteen and various free beverages at some locations.
• Modern office spaces with very good transport connections.
• Various employee discounts for activities and products.
• Employee events such as summer and winter celebrations, as well as workshops.
• Numerous training and development opportunities.
• Various health offers, such as sports and health courses.

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