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Office Manager

Munich, Germany
We are now looking for an experienced Office Manager for one of our biggest clients in the IT Marketing field:

·        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
·        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
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