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About the Role

As an Office Manager, you will be part of our People & Organization team, responsible for the development of our office locations in Berlin and Potsdam. You will have the opportunity to take responsibility, contribute your own ideas, and ensure that our employees can concentrate on what really matters.

Responsibilities

• Manage office and location matters for Berlin and Potsdam, acting as the first point of contact for property management, service providers, tradespeople, and suppliers.
• Coordinate daily office operations, including ordering office supplies, snacks, and beverages.
• Plan and implement office projects, such as the development of meeting and common areas.
• Collaborate closely with property management, suppliers, and service providers.
• Conduct market research, site visits, and prepare decision documents for location-related matters.
• Support office projects from conception to completion.
• Continuously optimize existing office locations in Berlin and Potsdam.
• Coordinate legally required measures for occupational health and safety in collaboration with external partners.
• Create and update risk assessments.
• Organize and document safety training.
• Coordinate with safety officers, company doctors, and authorities.
• Implement and maintain a digital platform for legal compliance.
• Organize weekly Office Mondays, including team lunches.
• Manage the preparation and follow-up of All-Hands meetings and Town Halls.
• Plan and coordinate team events, both on-site and off-site.
• Manage special occasions such as birthdays, anniversaries, and onboarding/offboarding processes.

Requirements

• Minimum of 5 years of professional experience in office management, team assistance, or a comparable organizational role.
• Completed commercial apprenticeship or degree in areas such as office management, business administration, hotel management, or event management is advantageous but not essential; relevant professional experience is prioritized over a specific degree.
• Experience with office setup, relocation, or comparable projects is a plus.
• Strong organizational skills, initiative, and a structured approach to work.
• Ability to maintain an overview in a dynamic environment.
• Excellent service orientation and a passion for creating a welcoming work environment.
• Must be present on-site in Berlin for at least 30 hours per week, spread over 5 days, with at least one weekly visit to Potsdam.
• Strong communication skills.
• Fluent English and German language skills.
• Proficient in Google Workspace.
• Familiarity with tools like Slack and Miro.
• Experience with Jira is a plus but not required.

Skills

• Office Management
• Team Assistance
• Organizational Skills
• Project Management
• Event Planning
• Communication
• Google Workspace
• Slack
• Miro

Location

• Berlin
• Potsdam

Work Type

• Full-time
• Part-time
• Hybrid

Experience Level

• Minimum 5 years

Education Level

• Commercial apprenticeship or degree advantageous

Benefits

• Private supplementary health insurance
• Job ticket
• Annual training budget

About the Company

• Data4Life is a non-profit organization with the vision to make the world healthier.
• We work with an international team to digitize health research.
• We make health data comprehensive, digital, and secure for research by connecting technology and research.
• Our interdisciplinary team in Potsdam, Berlin, and Singapore includes experts from product development, software development, data security, and science.
• Data4Life was founded in 2017 and is funded by the Hasso Plattner Foundation.
• Diversity is important to us, and we welcome experts from various backgrounds.
• We offer equal opportunities for everyone to be themselves and thrive.
• Diversity, equality, and inclusion are actively practiced and implemented.
• We signed the Charter of Diversity in 2022.

Equal Opportunity

• We particularly welcome applicants from the LGBTQI+ community, people with a migration background, people of color, and people with disabilities or chronic illnesses.
• If you need support or special assistance during the application or interview process due to a disability, please let us know, and we will accommodate you as much as possible.