Office Manager

Who We Are

Our purpose at CloudHQ is to provide flexible, efficient and resilient data center solutions to businesses of all sizes. Our growing organization was founded by the pioneer of data center REITs. CloudHQ has state-of-the-art data center sites located in two Northern Virginia locations, as well as London, Frankfurt, Paris, Milan, and Sao Paulo, and we anticipate exponential growth over the next several years both in the US and abroad.

What The Role Entails

The Office Manager / Executive Assistant will provide essential operational, logistical, and administrative support to the corporate office of CloudHQ Germany GmbH and for the Managing Director. Primary duties will include ensuring smooth daily operations within the office, including evaluating and optimizing space configuration. The Office Administrator will ensure procurement and maintenance of essential office equipment and supplies, coordination of visitors, event management, vendor relationships, and contract and records management. This individual will act as a proactive, thoughtful, and collaborative partner to ensure CloudHQ is well represented to guests, visitors, and business partners.

What You Get to Do 

• Oversee and support all administrative functions of the office and ensures that the office operates smoothly
• Provide support to the Managing Director including meeting facilitation, travel, schedule, and expense management. Through creating operational efficiencies, assist the team in managing their time and facilitating productivity.
• Coordinates office renovations, space planning, and office moves
• Facilitates contracts with office vendors including providers of office equipment, furniture, and office services
• Maintains inventory and organization of office supplies; ensures appropriate stock levels
• Facilitates maintenance of office equipment 
• Serves as a liaison with landlord and suppliers
• Maintains office budget, including invoice processing, and payment of expenses
• Maintains recordkeeping of office and vendor contracts, as well as important corporate documents
• Serve as back-up and reinforcement for CloudHQ Site Administrative team
• Coordinates office mailings, shipments, and couriers
• Responsible for planning and executing office meetings and events, both internal and external 
• Serves as office safety officer, ensuring emergency preparedness, health and safety, fire safety, First Aid
• Maintains responsibility for delivery of agreed monthly reports for key predefined metrics
• Provide support management team members to ensure the seamless flow of information within CloudHQ, and across our consultants, vendors, and contractors
• Liaise effectively with internal departments including Accounting, IT, Legal, and HR to ensure smooth and efficient operations

• Extensive knowledge of office management procedures
• Excellent verbal and written communication skills
• Exceptional interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Ability to use sound professional judgment with confidential matters
• Strong time management and organizational skills with proven ability to meet deadlines
• Proficiency with Microsoft Office Suite 
• Experience with budget and accounting procedures
• Ability to work on several projects simultaneously and effectively
• Strong written and verbal communication skills and be proficient in spoken and written English and German. Further language skills would be an advantage
• Self-motivated with the ability to work independently, leveraging resources properly and effectively
• Ability to maintain discretion and confidentiality in all aspects of job responsibilities
• Positive, friendly, adaptable attitude

Our Ideal Candidate Will Also Possess

• Bachelor's degree preferred
• At least five years of experience in office administration
• This position will be primarily office-based at our corporate office location with occasional requirements to provide support to at the construction site