Office Management/ Büroleitung

Overview:
We are a technology company that aims to help people return home safely from their worksites by building smart safety systems. We have a hyper focused safety culture that puts our customers and our employee safety first. As a company, we aim for stable and sustained business growth and this strategy has supported our growth. We hire carefully to ensure our growth strategy as well as culture fit and value each hire tremendously. We hugely value learning and continuous improvement and believe strongly in furthering the careers of all our employees. We recognize that our careers can take us in different directions, and we value retention by recognizing and even encouraging this diverse career growth. Being a global organization, we are well positioned to have varied opportunities within the organization to support growth in different directions. Our compensation and benefits packages are competitive.

MSA is an organization that respects boundaries, encourages people to unplug and recharge, and prioritizes the well-being of everyone on the team, all while sustaining reasonable growth and remaining committed to our meaningful mission.

**Responsibilities**:
**Maintain an orderly and well-organized office environment, including**:

- Performing all administrative tasks related to facility management and maintenance
- Coordinating and managing office space, move of employees and assets and space utilization
- Suggesting office improvements/ design/ branding and implement improvements
- Overseeing the maintenance and repair of office, including liaising with vendors, conducting safety inspections, and ensuring the office is compliant with health and safety regulations.
- Managing incoming/outgoing mail including scanning and ensuring the recipient has processed it within the specified deadline

**Vendor relations**:

- Assist in finding new suppliers by collaborating with Indirect sourcing manager, participating in meetings, negotiating terms, suggesting cost optimization office initiative
- Support vendor creation process for office suppliers
- Arranging works with suppliers and contractors, overseeing delivery and management of all outsourced contracts
- Verifying invoices and release payments of up to 1.000€

**Fleet management**:

- Administrate company cars in Germany, Austria and Switzerland
- Managing Fines/Mandates/Penalty/Parking tickets
- Managing and store all individual leasing contracts
- Carrying out of driving license checks for new hires and, if necessary, sticking the QR tag on the driving licenses
- Managing vehicles that are not returned to LeasePlan by employees but are parked in Berlin (or elsewhere) (e.g. due to termination or retirement).
- Approval of monthly costs for car leasing (Leaseplan/ALD) and fuel cards (DKV)
- Managing 3 poll-cars from Berlin (incl. 2 sales trucks)

**Events coordination**:

- Organizing office events and activities, such as team-building exercises, holiday parties, or company outings, to foster a positive work culture.

**Office communication**:

- Office Policies and Procedures: Develop and implement office policies and procedures, ensuring they are followed and updated as needed to enhance efficiency and compliance.
- Providing information to employees about office changes, upcoming events, upcoming trainings or workshops
- Conflict Resolution: Address and resolve conflicts or issues within the office environment, ensuring a harmonious and cooperative atmosphere.**Erhaltung eines geordneten und gut organisierten Arbeitsumfeldes, einschließlich**:

- Ausführung aller Verwaltungsaufgaben mit Bezug zum Gebäudemanagement und -wartung
- Allgemeine Betreuung der Büroräumlichkeiten, einschließlich Koordinationsaufgaben beim Umzug von Mitarbeitern und Ausstattung sowie Raumnutzung
- Vorschlagen und Umsetzen von Verbesserungen der Räumlichkeiten hinsichtlich des Designs und Brandings
- Beaufsichtigung von Wartungs
- und Reparaturarbeiten in Abstimmung mit den ausführenden Dienstleistern, Durchführung von Sicherheitsüberprüfungen und Sicherstellung der Einhaltung von Gesundheits
- und Sicherheitsvorschriften
- Bearbeitung von Postein
- und -ausgang, einschließlich Scannen und Sicherstellung der zeitgerechten Bearbeitung durch die Empfänger

**Lieferantenbeziehungen**:

- Unterstützung des Indirect Sourcing Managers bei der Suche neuer Anbieter, in Meetings, bei Vertragsverhandlungen sowie bei Vorschlägen zur Kostenoptimierung im Bürobereich
- Unterstützung im Prozess der Aufnahme neuer Anbieter für Büroausstattung und -material
- Zeitplanung von Arbeiten an Räumlichkeiten mit Anbietern sowie Aufsicht über Leistungserbringung im Rahmen ausgelagerter Serviceverträge
- Rechnungsprüfung und -freigabe von Zahlungen von bis zu 1000€

**Fuhrparkverwaltung**:

- Verwaltung der Firmenfahrzeuge in Deutschland, Österreich und der Schweiz
- Bearbeitung von Vorgängen bei der Beauftragung sowie bei Geldbußen und Verkehrsstrafen
- Verwaltung und