Office Manager Düsseldorf & Frankfurt

Office Manager 

Ebury - Düsseldorf

As Office Manager, you will be the ‘heart and soul’ of the team, responsible for ensuring that everything runs smoothly and your colleagues have everything they need to succeed. Working closely with the Country Manager and the HR team, this is a varied and interesting position that requires someone with a flexible, proactive and supportive approach. The position demands proficiency in both German and English, with candidates expected to demonstrate fluency in both languages.

Culture fit is hugely important as you will be interacting with the team daily, therefore we are looking for someone that is hard working and can put forward ideas by observing what is working well and what is not. 

Our office is growing steadily, with 30 staff currently and expanding towards 40 over the coming 12 months. In this role, you will report directly to the Country Manager.

Tasks: 

      1. Onboarding/offboarding of employees:

• Visa & Insurance
• Preparing and developing existing welcome packs
• Conducting exit interviews   
• Welcome meeting and introductions on day 1
• Organise team lunch with team on day 1

     2. Team Events/Incentives:

• Arrange and book team events - for office and individual teams
• Work with FO on incentive rewards (dinners, gifts etc)
• When running incentives, work on tracking and keeping the data up to date
• Organising monthly global initiatives with Head office (mental health day, international women's day etc.)
• Introduce initiatives that encourages inter-team collaboration

     3. Presentations: 

• Help the team with preparing training slides and materials
• Prepare weekly/monthly meeting packs for the front office

    4. Diary Management:

• Manage the diary for training sessions and attendance
• Arrange appropriate dates for events and get-togethers with the team
• Keep on top of deadlines that senior members have (set reminders for them)

     5. Office Management:

• Manage the kitchen orders (weekly)
• Manage suppliers - invoicing, payments, bookings etc
• Ensure equipment is working and organised. This may include keeping on top of our inventory, arranging orders for additional equipment, and liaising with out outsourced IT company
• General tasks - printing of brochures and folders, office supplies
• Liaising with other teams such as finance and accounts
• Making submissions on the DIFC and DFSA portal
• Managing meeting rooms for client meetings (meeting calendars, tea/coffee for clients, stocked water)
• Organising/welcoming candidates for interviews and preparing meeting rooms for these interviews

     6. Employee Feedback/Wellbeing:

• Work with senior management to gather feedback on areas that could be improved in our processes, culture, etc.
• Employee surveys and review of results
• Working with Safe Hands on other employees programs for well-being improvement
• General employee wellness check ups - Are new starters settling? Help them with bank accounts. Suggestions on living arrangements. Getting to know them personally.

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