Office Manager

Job Description

TITLE
Office Manager (f/m/x)
OVERVIEW

VICE Media is seeking a hands-on highly motivated Office Manager to lead facility and office operations. Role will involve managing all Facilities operations including office maintenance and upkeep, supplies procurement/stocking/inventorying, mailroom operations, employee support services, security & safety procedures, onsite events and other projects as needed. This role supervises our third party vendors as well as managing the Facilities team (Facilities Assistant roles). The right candidate must be highly organized, a self-starter, effectively manage stressful situations and prioritize accordingly, have proven leadership skills, and be willing to pitch in whenever and wherever necessary.

You will also be required to create presentations and produce management-level reports. Ultimately, as an Office Manager you are in charge of creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. You help to provide a smooth running office and improve our day-to-day operation.

ROLES AND RESPONSIBILITIES
• Manage all Facilities operations for our Berlin Office, reporting to Head of Facilities Management EMEA
• Manage on-staff team of Facilities Assistant roles - coordinate schedules, provide tasks, provide support and feedback, ensure there is coverage at all times
• Manage office risk mitigation policies to ensure employee health & safety
• Manage vendor relationships for all third party vendors (kitchen stocking, cleaning, security, plumbing, HVAC, general maintenance, etc) - oversee scheduling of services, financial & performance reviews with current vendors and procurement process when new services are required
• Maintain overall cleanliness and functionality of the office - ensuring everything is in good working condition in a prompt manner, determine and schedule repairs, oversee renovations projects, supervise safety inspections
• Documentation of all repairs and maintenance issues
• Manage ID card process and security access procedures for the office, enforcing regulations set by our Security team
• Manage office events and on-site filming
• Manage mailroom operations - incoming mail/packages, enforce security protocols for mail, inventorying, organization, distribution, as well as outgoing shipments
• Manage procurement, stocking and inventory of supplies
• Coordinate and supervise office seating and moves
• Manage purchase orders, invoicing and expense report processes, track OpEx and CapEx budgets, seek efficiencies for departmental savings
• Manage Berlin rent and real estate financials - serve as point of contact with Landlord
• Maintain organization and inventory for our storage spaces (onsite and offsite)
• Execute, evaluate and improve department policies and procedures
• Onsite lead for all employee support requests - internal ''client services''
• Build and maintain strong working relationships with executives, department leads and staff and deliver results based on their needs
• Work closely with colleagues in HR, IT, Security, Risk and Community on joint initiatives and projects
• Be on-call, as needed, and ensure that there is 24-hour emergency coverage for the office at all times
• Create a positive atmosphere of professionalism and support

ESSENTIAL SKILLS:
• At least five years of experience in office administration
• Knowledge of accounting, data and administrative management practices and procedures

• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
• Strong organizational and time-management skills
• Ability to multitask and prioritize work

• Attention to detail and problem solving skills

• Good interpersonal communications skills
• Excellent English and German both written and spoken

DESIRABLE ATTRIBUTES AS ADD ON:
• High school diploma

Candidates, please note that if you are contacted by anyone with an email other than @vice.com purporting to be recruiting on behalf of Vice Media, it is not legitimate, and you should not engage.

Jobcode: Reference SBJ-dy31k0-18-218-127-141-42 in your application.