Office Manager, Team Lead – Μaternity cover

Department:
Core - Business Infrastructure & Operations

Location:
Berlin, Germany

Description
Aurora has an exciting opportunity to join our fast paced, growing company as a one-year fixed-term contract (Senior) Office Manager – maternity cover based in our Berlin office. In this role, you will be responsible for overseeing the smooth and efficient running of the office and its operations, by managing the Berlin Business Infrastructure & Operations team and delivering operational excellence.

The ideal candidate will have a high level of confidence to manage all aspects of the office, our internal operations, and manage the local team to perform at its best. You will have excellent interpersonal and communication skills and be confident dealing with individuals at all levels with sensitivity, tact, and diplomacy. You will be able to remain calm under pressure, work to tight deadlines, and demonstrate a proactive approach to planning, delegating and prioritising work.

To be successful in this role, you must be able to think bigger picture but at the same time you are not afraid to roll your sleeves up and get involved in the day-to-day operational work. In addition, you will need to be organised, efficient and have great attention to detail.

Key Responsibilities

• Oversee the internal business operations of the Berlin office, including line management of the Berlin Business Infrastructure & Operations Coordinator and Building & Facilities Officer
• Oversee office efficiency, physical security measures and health and safety compliance, including ownership of the Health & Safety Committee
• Manage all aspects of the office's space/infrastructure planning (including but not limited to office moves and changes to desk/workstation layout) providing solutions as needed
• Act as a representative of Core functions (People & Culture, Finance, IT, Legal) in the local office, with the ability to triage and refer queries to relevant Core departments for specialist attention and resolution
• Identify and fulfil office supply needs, cultivating, and managing supplier relationships including contract negotiations
• People management, including recruitment, leadership, mentoring, training, and performance management of the Berlin business operations team members
• Keep the Berlin office informed and aligned with the latest policy and process updates, delivering weekly Monday morning updates and emails
• Development and ongoing management of the Berlin office non-pay budget
• Oversee office security, leading on reviewing and improving physical security processes and participating in audits
• Ensure compliance with local regulations and company policies, support the legal department with the timely renewal or implementation of relevant professional insurances for the Berlin office
• Ongoing management of Government subsidies related to office expansion, including liaison with subsidy grantor, finance team, and external tax advisor.
• Involvement in global and cross departmental projects as required
• Coordinating internal events as required, such as office-wide strategy day, Christmas party and team socials

Required Attributes
What we are looking for

• Previous experience in an international company in an operational role, ideally in a professional services industry
• Relevant experience across multiple operational disciplines, ideally in project management, finance, consulting, start-ups, or other relevant industry track
• People management experience
• Attention to detail, excellent coordination, time management and organisational skills.
• The ability to draft correspondence and to produce well-presented reports, guidance, and instructions
• Strong team player with excellent interpersonal skills and the ability to build effective relationships at all levels
• Adept at managing a varied workload with the ability to multi-task and re-prioritise in a fast-paced and demanding environment
• Ability to use initiative, forward think and work under pressure, with a willingness to proactively take on new tasks
• Advanced Microsoft Office skills, particularly Outlook, MS PowerPoint, Excel & Word
• Written and spoken fluency in German (C2 level)
• Proficiency in English (C1 level)

Desirable attributes:

• Experience with spreadsheets, database management, or financial reporting
• Knowledge of local employment law and practices

What We Offer
Some of the benefits we include are:

• Employee Assistance Programme (EAP)
• Spendit Card
• BVG Job Ticket
• Bike Leasing
• Parental Support

At AER, we are committed to offering flexibility in the way we work. Most of our roles are hybrid with a mix of in-office/home working and potentially adjustable working hours. Let's discuss what works for you and AER during the interview process.

The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy, and maternity.

To apply, please submit your Résumé / CV, a personal summary, your salary expectations and please inform us of your notice period.

Unfortunately, we are unable to accept applications via email, telephone, or social media platforms. To be considered for this position, please submit your application using the link provided. Applications submitted through any other channel will not be reviewed.