Office Manager

Location: Dusseldorf

Employment Type: Full-time

Position Summary

This role is responsible for daily administrative operations and office management, ensuring efficient, compliant, and well-organized support in office facilities, supplies, vendor services, and employee activity coordination. The position helps create a positive workplace experience and works closely with HR, Finance, IT, Property Management, and other stakeholders to improve administrative processes in compliance with German workplace and labor standards.

Key Responsibilities

1. Office Operations & Facilities Management

• Support the daily operation of the office (e.g., access control, visitor registration, meeting rooms, workstations).
• Liaise with property/building management and follow up on repairs, cleaning, security, fire safety ( Brandschutz ), and occupational health and safety ( Arbeitssicherheit ) regulations in Germany.
• Maintain office environment standards in terms of cleanliness, order, safety, and regulatory compliance.

1. Vendor & Expense Management

• Manage administrative vendors (e.g., cleaning, maintenance, courier, office supplies) and monitor service quality and SLA performance.
• Support administrative procurement, including quotation comparison, ordering, receiving, and record management.
• Assist with cost control and reconciliation by collecting invoices, contracts, and payment requests, and coordinating with Finance on payment processes in compliance with German accounting standards.

1. Office Supplies & Asset Management

• Manage the purchasing, inventory, distribution, and stock-taking of office supplies, consumables, and gifts.
• Assist in maintaining fixed asset records (e.g., office equipment and furniture), and support asset stock checks and transfers.

1. Employee Activities & Culture Support

• Assist in organizing company activities (e.g., team building, holiday events, all-hands meetings), including registration, materials preparation, venue coordination, and on-site execution.
• Collect feedback and drive continuous improvement to enhance the local employee experience.

1. Administrative Process & Documentation Management

• Maintain administrative policies, processes, and forms (e.g., meeting room rules, vendor list, procurement/use request processes).
• Archive and manage administrative documents such as contracts, quotations, and payment records securely, respecting local data privacy (GDPR / DSGVO) standards.

Qualifications

1. 2+ years of experience in administration, office management, or general support roles (experience in multinational companies or fast-paced environments is a plus).
2. Familiar with administrative procurement, vendor management, and expense reimbursement/reconciliation processes.
3. Strong communication and coordination skills with a service-oriented mindset; able to handle multiple tasks with attention to detail.
4. Proficient in Microsoft Office (Excel, Word, PowerPoint); basic design abilities (poster/video) are a plus.
5. Structured thinking, high attention to detail, strong ownership, and execution capability.
6. Working language: English is required; German language skills (B2 or above) are strongly preferred for dealing with local authorities, property management, and vendors.