Office Assistant

IQM is a global leader in designing, building, and selling superconducting quantum computers. IQM provides both on-premises full-stack quantum computers and a cloud platform to access its computers anywhere in the world. IQM customers include the leading high-performance computing centres, research labs, universities and enterprises which have full access to IQM's software and hardware.  IQM has over 300 employees with offices in Finland, Germany, France, Spain, Poland, Italy, Singapore, South Korea, Japan and the US.Be the heart of our office in Munich In this role, you will ensure that everything in the office runs smoothly and efficiently. You'll play a key role in supporting colleagues, customers, and guests enhancing collaboration, and contributing to a positive and productive workplace culture.What will I be doing?Office Operations and Workflow EfficiencyReception and Visitor Management: Execute the reception and visitor management process to ensure all guests are greeted professionally and promptly. Coordinate with internal teams to maintain smooth visitor flow, fostering a welcoming and organized front-office environment.Supply Management Process: Proactively monitor and restock office supplies and essentials, minimizing disruptions by anticipating needs and managing vendor relationships.Office Manager Support Process: Provide structured backup support for the Office Manager, following clear guidelines to ensure continuity during any absence. This includes task delegation, issue resolution, and routine office coordination to maintain workflow stability.Document Management and Process OptimizationCorporate Documentation Standards: Support the standardization of document management procedures across functions, promoting consistent filing, labelling, and updates to reduce redundancy and improve data accessibility.Information Updates, Reporting, and Process TrackingTeam Wiki and Knowledge Management: Implement an efficient process for updating the team's wiki and other information repositories, ensuring that office information is always current and accessible.Cross-Functional Coordination and Process DocumentationMeeting Coordination and Follow-Up: Establish a systematic approach to scheduling, coordinating, and documenting meetings across departments. Organize agendas, ensure all necessary materials are prepared in advance, and follow up on action items to maintain alignment.Communication: Develop and document clear communication channels and task delegation processes with other departments to streamline information flow, documentation, and corporate administrative support.Process Documentation: Maintain up-to-date process documentation outlining the steps, tools, and responsibilities involved in core tasks. This serves as a guide for current and future team members, ensuring consistency and clarity in all corporate support operations.What experience and skills do I need?2 years in a similar role, ideally in hospitality or office support.Fluent in English and German.Service-minded and approachable, with strong interpersonal skills.Excellent organizational skills: multitasking, inventory/supply management, administrative support, and basic budgeting.Proactive, hands-on, detail-oriented, and able to take ownership of tasks independently.Collaborative, confident, self-managing, and committed to continuous improvement.What can I expect from IQM?A dynamic, innovative work environment in a leading quantum technology company.Opportunities to shape office operations and implement process improvements.Collaboration with cross-functional teams and exposure to cutting-edge projects.A supportive culture that values initiative, professional growth, and impact.Meet our people and hear more about IQM by visiting our Youtube channel here >>We will begin interviews immediately, so please apply soon. Only applications submitted through our website will be considered.