Office Coordinator (m/f/d)

Office Management

• Ensure the smooth day-to-day operation of the office.
• Welcome visitors and create a professional and friendly office environment.
• Answer incoming phone calls and manage general enquiries.
• Receive, sort, and distribute incoming mail and deliveries.
• Manage office supplies and coordinate with external vendors and service providers.
• Maintain the office kitchen, ensuring it is clean, organized, and well stocked.
• Coordinate cleaning services and ensure the office is well maintained and professionally presented.
• Organize and prepare meeting rooms, ensuring they are set up appropriately for meetings and events.
• Coordinate catering arrangements for meetings, office events, and employee wellbeing initiatives, including regular office refreshments such as Fruit Day and Pizza Day.
• Support employees with office-related requests and administrative needs.
• Identify opportunities to improve office processes and contribute to an efficient and positive working environment.

Executive & Administrative Support

• Act as the primary backup for the Management Assistant.
• Provide executive support to the CEO, including calendar management, meeting coordination, travel arrangements, expense administration, and other administrative tasks during cover periods.
• Provide administrative support to other members of the management team as required.
• Handle confidential and sensitive information with the utmost discretion and professionalism.

• Previous experience in office coordination, office administration, reception, or a similar administrative role.
• Excellent organizational skills with strong attention to detail and the ability to manage multiple tasks and priorities.
• A proactive, hands-on, and service-oriented approach with a genuine willingness to support colleagues.
• A friendly, professional, and welcoming manner when interacting with visitors, employees, and external partners.
• Strong communication and interpersonal skills with the ability to build positive relationships across the organization.
• Ability to work independently, take ownership of day-to-day office operations, and identify opportunities for improvement.
• Good knowledge of Microsoft Office, particularly Outlook, Word, and Excel.
• Fluent German and very good English, both spoken and written.

• Competitive compensation.
• A varied and responsible role with a high degree of ownership.
• The opportunity to make a real impact on the daily employee experience and office environment.
• A collaborative, supportive, and international team.
• A modern workplace in the heart of Berlin on Kurfürstendamm, offering a positive and professional working atmosphere.
• A part-time position with a 4-day working week (Monday to Thursday, 32 hours per week) and 24 vacation days per year.