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About the Role
We are seeking a reliable and service-oriented Office Administrator to manage the day-to-day operations of our Berlin office. This role serves as the primary on-site point of contact for employees, visitors, and service providers, requiring comfort in both German and English.
Responsibilities
- Manage day-to-day office operations to ensure a smooth and efficient workplace.
- Maintain office supplies, inventory, and equipment, coordinating orders and deliveries.
- Manage vendor relationships, including food and beverage services.
- Monitor office and storage inventory levels and ensure timely replenishment.
- Liaise with external vendors, service providers, and building management.
- Plan, organize, and deliver employee and client events.
- Support office budgeting and track operational expenses.
- Act as the first point of contact for employees, visitors, and vendors, creating a welcoming and professional office environment.
- Welcome and support guests, ensuring a positive visitor experience.
- Manage and maintain the office key inventory and access records.
- Handle incoming and outgoing mail and coordinate deliveries.
- Support internal meetings and the day-to-day operation of the office.
- Organize internal employee events.
- Support the planning and execution of customer events in collaboration with the Workplace team.
- Distribute laptops and mobile phones to new employees.
- Support equipment replacements and returns.
- Work closely with the IT team to maintain an accurate physical and digital equipment inventory.
Requirements
- Completed commercial/business administration training or a comparable qualification.
- 2–3 years of experience in office management, reception, or a similar administrative role.
- Experience welcoming and supporting guests in a professional environment, including international visitors.
- Experience managing vendors and external service providers.
- Knowledge of office supply management, purchasing, and inventory control.
- Experience monitoring budgets and tracking operational expenses.
- Experience handling incoming and outgoing mail, deliveries, and general office administration.
- Proficiency in Microsoft Office or Google Workspace.
- Experience with Slack is an advantage.
- Fluent German and English, both written and spoken.
Skills
- Customer service
- Hospitality
- Organization
- Independent work
- Priority management
- Hands-on approach
- Task coordination
- Proactiveness
- Ownership
- Collaboration
- Microsoft Office
- Google Workspace
- Slack
Location
- Berlin
Work Type
- 30 hours per week
Experience Level
- 2-3 years
Education Level
- Commercial/business administration training or comparable qualification
About the Company
- Smartly is an AI-powered advertising technology company transforming ad experiences for brands and their consumers.
- Our comprehensive advertising platform integrates media, creative, and intelligence, powering over 800 billion impressions and generating more than 300 billion creatives annually.
- We are recognized as a Leader in The Forrester Wave: Creative Advertising Technologies.
- Smartly manages creative and media for 700+ brands worldwide and $6B in ad spend across major media platforms.
- Our end-to-end technology, media platform access, and customer service help Fortune 500 brands reach and engage consumers.
- Smartly is a multinational and diverse team of 750+ employees from 60+ nationalities, working in 13 countries.
- We aim to create and maintain an inclusive environment where everyone feels respected and heard, with Diversity, Equity & Inclusion at our core.
Equal Opportunity
- Smartly is a multinational and diverse team of 750+ Smartlies from 60+ nationalities, working in 13 countries. Together, we want to create and maintain an inclusive environment where everyone feels respected and heard. Our Diversity, Equity & Inclusion approach is at the heart of it.