D.R.A.W. Recruitment

Office Manager, Artist Studio Berlin

Details

Contract Type: Full-time
Job Type: Permanent
Location: Berlin Germany
Tenure: Contract
Job description:

Our client, an internationally operating artist studio in Berlin, is looking for a reliable and well- organised Office Manager to handle the day-to-day operations with a focus on efficiency. The ideal candidate is an energetic, friendly professional, who doesn’t mind wearing multiple hats and enjoys working in an international, creative and open-minded team of people.

The Office Manager will organise and coordinate administration duties and office procedures. The role is to create and maintain a pleasant work environment, ensuring high levels of organisational effectiveness and communication. The Office Manager will have the flexibility to implement new procedures and systems to improve the smooth running of the office. This is an autonomous role and the right candidate needs to be comfortable being independent and making decisions.

This role requires fluency in German.

Responsibilities:

  • Serve as the point person for office manager duties including:
    • Maintenance
    • Mailing
    • Supplies
    • Equipment
    • Bills
    • Basic accounting / Book-keeping
    • Errands
    • Shopping
  • Schedule meetings and appointments
  • Maintain the office condition and arrange necessary repairs
  • Organise office operations and procedures
  • Coordinate with IT department
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Manage office budget, ensure accurate and timely reporting
  • Digitisation of incoming invoices, list all cash expenditures, sort credit card receipts
  • Provide general friendly support to visitors
  • Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
  • Liaise with facility management vendors, including cleaning, security services
  • Assistance Property Management, Communication and Mailings with tenants
  • Plan in-house or off-site activities, like parties, celebrations and conferences
  • Coordinate travel for domestic and international travel, including flight, train, hotel, AirBnB rental reservations

Requirements:

  • Proven experience as an Office manager, Front office manager or Administrative assistant
  • Knowledge of office administrator responsibilities, systems and procedures
  • Proficiency in MS Office (MS Excel and MS Word, in particular), PS and In-Design
  • Hands on experience with office machines (e.g. fax machines and printers)
  • Excellent time management skills and ability to multi-task and prioritise work
  • Attention to detail and problem solving skills
  • Great interpersonal and presentation skills
  • Self-directed and completely flexible
  • Excellent written and verbal communication skills in German and English
  • Strong organisational and planning skills in a fast-paced environment
  • A creative mind with an ability to suggest improvements
  • Availability to listen to others and fully understand their needs and concerns