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About the Role

As an Office & Workplace Experience Manager at Reflex, you will be responsible for ensuring our office functions reliably and serves as a place where people can work productively. You will coordinate external service providers, manage office supplies and budgets, oversee the company car fleet, and support smaller locations. Additionally, you will create a great workplace experience by being a welcoming point of contact, supporting onboarding, and organizing internal events. You will also focus on continuous improvement by developing scalable processes and enhancing documentation.

Responsibilities

Ensure the office functions reliably and is a productive work environment.
Coordinate external service providers including cleaning, maintenance, catering, and building management.
Proactively identify and address office needs and improvements, managing the internal ticket system.
Ensure availability of equipment, materials, and office essentials while managing budgets, invoices, and contracts.
Manage the company car fleet, company cars, and parking spaces, and organize insurance documents.
Support smaller locations in the Munich area, including topics related to occupational safety, fire protection, and sustainability.
Act as a visible and welcoming point of contact for employees, candidates, clients, and guests.
Support a great first-day and onboarding experience in collaboration with People & Culture and IT.
Organize internal meetings, workshops, and events, coordinating rooms, catering, and logistics.
Ensure reliable operation of reception, incoming mail, courier services, and the telephone switchboard.
Identify recurring tasks and challenges to develop scalable processes, standards, and automations.
Continuously improve documentation, databases, and filing structures, using feedback to enhance the workplace experience.
Manage service providers and office expenses with a focus on quality and cost-efficiency.
Support the management with organizational tasks for important client or investor meetings.
Coordinate travel planning, booking, and expense reporting for business trips, especially for C-level executives, candidates, or large external meetings.

Requirements

Several years of experience in Office Management, Workplace Experience, Hospitality, Operations, Event Management, or a comparable field, ideally in a fast-growing company.
Confident and professional communication in German and English.
Strong organizational skills with the ability to coordinate multiple parallel tasks and prioritize effectively.
A strong service and hospitality mentality, being welcoming, reliable, and professional.
Comfortable working in an international environment with a good understanding of different cultural backgrounds, communication styles, and needs.
Willingness to help and take responsibility for tasks beyond a narrow job description, while also being able to set boundaries and communicate limitations transparently.
Ideally, experience in managing external service providers, budgets, invoices, and contracts.
Proficiency in using digital tools.

Skills

Office Management
Workplace Experience
Hospitality
Operations
Event Management
Vendor Management
Budget Management
Contract Management
Organizational Skills
Communication Skills
Service Orientation
Digital Tools Proficiency

Location

Berlin
Munich area

Work Type

Full-time
Permanent contract

Experience Level

Several years of experience

Benefits

Company-subsidized membership with Urban Sports Club
Subsidy for the Deutschland Ticket
Corporate Benefits with attractive discounts
Annual training budget of €1,500
Employer contribution to private pension plan (20%)
30 days of vacation
Additional day off on April 12th (International Day of Human Spaceflight)

About the Company

Reflex Aerospace is a NewSpace startup founded in 2021, based in Munich and Berlin.
The company is a leader in providing advanced dual-use satellite technology at unprecedented speed.
Reflex utilizes the latest techniques to modernize the development and production of payload satellites, achieving significantly shorter delivery times and higher reliability.
By applying algorithmic engineering and streamlined system design processes, Reflex accelerates satellite delivery, enabling rapid innovation for its customers.