The art of the perfect fit

Office Manager, Renowned Gallery

Posted: 04.09.2023
Contract Type: Full-time
Job Type: Permanent
Pay: €48k p.a.
Location: Berlin, Germany
Tenure: Permanent
Job description:

A renowned gallery for contemporary art is looking for a junior Office Manager. As part of the Admin Team the ideal candidate is responsible for providing comprehensive administrative and operational support, creating the most effective internal processes, organizations and structures possible, as the basis of the Gallery’s daily operations, specifically in the areas of: IT, HR, Facilities, Executive Assistance, Office Management, Travel as well as the overall calendar management. Further the jobholder will welcome clients and visitors at the office and support the back office team with regards to office management, supplies and shipment of mail and packages.

Main Areas of Responsibility

Office Management

  • Responsible for the immaculate organisation and condition of the gallery and office spaces
  • Ensuring an appropriate use and condition of the back office kitchen and tools
  • Responsible for maintaining a clear, structured storage system for materials and supplies
  • Responsible for ordering and stock checking of office material, kitchen supplies, and other supplies
  • Responsible for the gallery mail and deliveries of courier shipments
  • Responsible for maintaining the key inventory
  • Preparation of gallery breaks summer and winter

Administrational Assistance

  • Visa applications and research
  • Filing and administration of contracts and invoices
  • General administrative support to gallery team

IT Coordination

  • Close monitoring of IT mailbox and channeling problems to external IT agency and external vendors
  • Maintaining IT inventory and planning of orders with Head of Admin
  • Coordination with mobile phone providers and monitoring of mobile contracts for travelers
  • Independently solving of minor recurring application errors for the team with support of external IT agency and Head of Admin


Monitoring and collaborating with various service providers and property management, in case of:

  • Damages
  • Necessary repairs, maintenance
  • Service orders
  • Contact with neighbors


  • Assistance with on- and offboarding
  • Maintenance of staff phone lists, staff contacts
  • Hand over and introduction of key and alarm system to new colleagues
  • Assistance with HR Software, absence management and administration of HR calendar
  • Assistance with development of guidelines and workflows in collaboration with Head of Admin

Meetings and Calendar

  • Meeting assistance, prep of meeting room, minutes etc.
  • Meeting scheduling, Zoom call Set Up and assistance
  • Prepping weekly all staff meeting
  • Hosting guests and partners at the office

Yearly Xmas Send-out

  • Logistical coordination and production of Xmas send-out together with Head of Admin and Head of Sales

Job Requirements

  • Previous professional experience in comparable role
  • Proactive team-worker with an eye for detail
  • Orga-talent with the ability to keep an eye on several processes at the same time
  • Positive communicator who enjoys working in an international team
  • Business fluent in German and English
  • IT proficiency in Mac OS, Office 365 and ability to learn new tools
  • Bachelor degree in business, economics, communications studies or comparable fields
  • Prior experience in commercial galleries, museums, at art fairs or comparable environments are a plus
  • Interest in the processes behind the scenes of an internationally active art gallery, focused on the primary market
  • General interest in contemporary art and the gallery’s represented artists