Office Manager (m/w/d)

About the Position

Office Manager (m/w/d)

Medialine Communications GmbH, an established IT and communications company based in Berlin, is seeking an experienced Office Manager to join our team. The ideal candidate will be responsible for overseeing office operations, ensuring smooth office management, and taking on leadership roles within the team.

Responsibilities

• Leadership and Development: Lead and develop office management processes and coordinate daily office operations.
• Coordination and Support: Coordinate appointments and provide organizational support to the management and executive team.
• Facility Management: Oversee office operations and facility management, including workplace organization, cleanliness, meeting room coordination, and vendor management.
• Budget and Procurement: Manage the office budget, procure office materials and services, negotiate contracts, and oversee invoice and service verification.
• Travel Management: Organize and coordinate business and work trips for sales and executive staff, including flight, train, hotel, and car rental arrangements, and review travel expense reports.
• Vehicle Management: Handle the organization of company vehicles, from obtaining quotes and negotiating leases to managing leased vehicles.
• Employee Experience: Serve as the primary contact for office-related issues and actively contribute to the employee experience, including onboarding new employees and collaborating with HR.
• Event Coordination: Assist in planning and organizing company events in collaboration with internal event management.
• Office Environment: Ensure a professional, welcoming, and well-organized office environment for employees, visitors, and business partners.
• Process Optimization: Continuously improve office and workplace processes to enhance efficiency, quality, and employee satisfaction.
• Support and Documentation: Provide coordinating support for management and quality requirements, including documentation maintenance and ISO certification participation.

Requirements

• Experience: Several years of experience in office management, workplace management, or a similar role, preferably in a dynamic corporate environment.
• Skills: Strong ability to take on responsibility, high level of independence, and a reliable, structured work style.
• Negotiation: Proficiency in negotiating with third parties (e.g., property managers, leasing companies, external service providers) and managing budgets.
• Coordination: Experience in coordinating external service providers and facility-related operations.
• Budget Management: Secure handling of budgets, contracts, and invoice and cost control.
• IT Proficiency: Excellent command of IT and internet-based applications, particularly Outlook, Excel, Word, and PowerPoint.
• Additional Skills: Knowledge of ELO and HR Works is advantageous. Experience in guiding or coordinating junior employees, trainees, or office teams is beneficial.
• Languages: Fluent in German, English skills are a plus.

We Offer

• Workation: Up to 4 weeks per year working at a Medialine location of your choice in Germany, Austria, or Romania.
• Employee Events: Regular events such as sports events, team outings, and Christmas parties.
• Training: Regular training sessions, annual certifications in your field, and access to the Medialine Academy.
• Subsidized Lunch: Subsidies for lunch at the canteen in Wiesbaden and the headquarters in Bad Sobernheim.
• Remote and Mobile Work: Flexible work from home and in the office in a hybrid model. 100% remote work possible by agreement.
• Mentorship Program: Support beyond the onboarding phase through a buddy system.
• Beverages: Professional coffee machines, water, juices, and non-alcoholic drinks.
• Fruit Basket: Weekly fresh, regional, and seasonal fruit.
• Employee Discounts: Attractive employee offers through Corporate Benefits, discounts on brands like Dell, Apple, and Teufel.
• Reimbursement: Reimbursement of train or flight tickets for business trips with your own car, coverage of travel expenses for job interviews.
• Company Car & Parking: Depending on the position (Account Manager / Consultants), possibility to use a company car (combustion / electric) for business and private use with 1% | Parking available at all our locations.
• Flexible Hours: Trust-based working hours adapted to your living situation for better work-life balance.
• Job Ticket: Coverage of public transport ticket costs.
• Job Bike: Option to lease an e-bike.
• Sports: Urban Sportsclub + own handball team & lounge at Mainz 05.
• Pension Plan: Option to take over existing company pension plans.
• Equipment: Dell notebook and Apple iPhone + additional equipment for mobile work at home.

About the Company

Welcome to the Medialine Group. As a multiple award-winning IT service provider, we support hundreds of medium-sized and large companies with premium IT services. Be part of our team and shape the future of IT!

• Over 700 employees
• More than 25 locations in Germany, Austria, Romania, and Spain
• 2000+ customers
• 500+ completed customer projects

Contact Information

Markus Herberg

Recruiting

Tel.: +49 611 9881670 200

E-Mail schreiben

Ina Zimmermann

Recruiting

Tel.: +49 6751 85378 206

E-Mail schreiben

Quick Links

• Via Telefon: +49 (6751) 85378-0

• Via E-Mail: Online Anfrage

• Service Helpdesk: Support-Bereich

• Login für Kunden: Cloud Status prüfen

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