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Office Manager
Munich, GermanyWe are now looking for an experienced Office Manager for one of our biggest clients in the IT Marketing field:
Facilities
Facilities
· Ensuring Offices meet health and safety requirements and that facilities comply with legislation
· Working with the leadership / HR
· Coordinating all internal office moves, planning best allocation and utilisation of space and resources for new buildings, or re-organising current premises
· Responding appropriately to office emergencies or urgent issues as they arise and dealing with the consequences
· Liaising with building management for maintenance, security, fire safety, refurbishment works
· Checking that agreed work in the office by staff or contractors has been completed satisfactorily and following up on any deficiencies
· Dealing with suppliers for mobile phones, franking machine, printers & all other technology equipment
· Maintaining relationships with local businesses including hotels, negotiating corporate rates
· Weekly / monthly/ Annual Health & Safety checks
· Ensure compliance and organisation of First Aiders/ Fire Marshal training & compliance
· Coordinating and planning essential central services such as maintenance works, cleaning, waste disposal and recycling & reception
General Office
· Monitoring / supporting the DACH RVP Calendar and inbox
· Office diary management & responsible for upkeep of meeting rooms
· Monitoring the admin-de email inbox and responding as necessary
· Answer all incoming calls to the office line and directing calls when appropriate
· Ordering catering for internal meetings
· Management of office contracts including office lease/ cleaning/ insurance policies etc
· Ordering & maintaining office supplies including stationary, Office refreshments and kitchen supplies
· Lunch & catering orders for office meetings
· Checking incoming invoices/ remittances & scan & send as appropriate
Staff
· Organizing all company social events, adhering to Company budget
· Booking accommodation for Visitors to the Munich office
· Organizing and booking staff training room
· Welcome and office induction for new starters
· Arranging workstation setup & liaising with IT to set up new employees with laptop and access
· Ensuring the safely/ well-being / security of every company employee and resources
· Organizing staff gifts, charitable donations & personal office touches
· Meet & Greet
· Signing in all visitors to the Office & making refreshments
· Answering incoming calls
· Prepare & tidy meeting rooms
· Set up lunch deliveries for meetings
· Preparing & arranging outgoing post & parcels (including Fedex/DHL)
· Opening of mail and distribute as appropriate
Type of contract: freelance, part-time (100 hours per month)
Duration: 3-6 months
Start date: ASAP
Type of contract: freelance, part-time (100 hours per month)
Duration: 3-6 months
Start date: ASAP