Office Manager (German-speaking)

The Office Manager at Via is responsible for managing daily logistics for the Berlin office, supporting office moves, overseeing vendor contracts, and facilitating the onboarding of new employees. This includes organizing office supplies, meal planning, managing office expenses, and improving operational workflows.

To qualify for the Office Manager position at Via, candidates should have at least one year of experience in Office Management or Business Operations. Key skills include strong organizational abilities, problem-solving capabilities, effective communication, and a proactive approach to managing tasks.

The Office Manager plays a crucial role in enhancing employee experience at Via by organizing engaging office activities, ensuring a welcoming environment for visitors, and addressing operational needs. This position directly impacts team morale and culture by initiating programs that foster collaboration and enjoyment.

At Via in Berlin, you can expect a vibrant and dynamic office environment. With an open and inclusive culture, team members frequently engage in collaborative projects, social events, and offices filled with energy and creativity, all while contributing to transformative transportation solutions.

Absolutely! Via values internal growth and encourages employees to develop their skills within the company. The Office Manager position offers exposure to various vital areas within the organization, creating pathways for advanced roles and broader responsibilities in the future.

Via offers a competitive benefits package for Office Managers, including stock options, Urban Sports Club membership, 30 vacation days a year, and weekly team lunches. These perks contribute to a positive work-life balance and a supportive workplace culture.

The Office Manager ensures health and safety compliance at Via by maintaining current safety guidelines, overseeing equipment functionality, and providing training for staff. This proactive approach creates a secure workplace for all employees and visitors.

To manage an office move effectively, I would start by creating a detailed project plan outlining all necessary tasks, timelines, and key stakeholders. I would maintain open communication with vendors and the team, ensuring everyone is aligned to facilitate a smooth transition. Regular updates and addressing potential challenges proactively are also crucial.

I prioritize tasks based on urgency and importance, utilizing tools like checklists and calendars. I maintain an organized workspace and streamline processes for efficient item retrieval. This systematic approach helps me effectively manage multiple responsibilities without compromising on quality.

Effective communication starts with active listening and openness. I encourage team collaboration through regular check-ins and updates, utilize project management tools for transparency, and tailor my communication style to meet diverse team needs for clarity and engagement.

I approach troubleshooting by gathering all relevant information about the issue at hand, analyzing potential causes, and brainstorming solutions. I remain calm, consult team members for insights, and implement creative fixes while keeping a focus on sustainability and cost-effectiveness.

I have experience building lasting relationships with vendors by maintaining open communication and negotiating contracts. I regularly assess vendor performance and ensure that service standards meet company expectations, resulting in a seamless operational process.

I believe a positive office culture thrives on inclusivity and engagement. I organize team-building activities, celebrate successes, and promote open feedback. Additionally, I ensure team members feel valued and respected, fostering a sense of belonging.

During a sudden office relocation, I facilitated communication between diverse teams, organized logistics on short notice, and remained adaptable to continuous changes. My proactive solutions mitigated stress and ensured a seamless transition for all team members.

I ensure new hires receive a warm welcome, an organized orientation, and essential resources. I develop a checklist for onboarding tasks and involve current team members to provide mentorship, creating a supportive environment for newcomers to flourish.

I regularly assess inventory levels and implement an order tracking system to ensure essential supplies are stocked. By anticipating needs and analyzing usage patterns, I can minimize waste and streamline ordering processes.

I utilize software tools to track and categorize office expenses, ensuring accuracy and transparency. I prepare regular expense reports, highlight trends and suggest areas for improvement, which assists in financial planning and budgeting.