Office Manager - Hamburg, Germany

About the role 

We're looking for a versatile professional to take ownership of the office operations and the workplace experience for our German office. This is an important  role acting as the operational backbone keeping the office running smoothly; you'll shape the day-to-day experience of our German team — owning workplace wellbeing, health and safety, and the everyday rituals that make a team feel connected. 

It's a role for someone who genuinely enjoys variety — who finds energy in switching from negotiating with a vendor in the morning to planning a wellbeing initiative in the afternoon, and who sees both sides as equally meaningful. You'll work closely with our country manager, the German team, our People team, and our global administrative network. 

If you like ownership, autonomy, and seeing the immediate impact of your work across multiple domains, this role is for you. 

What you'll do 

Office management & operations 

• Provide day-to-day administrative support to the country manager and the Hamburg team (calendars, meeting rooms, catering, travel booking, documents)

• Keep the office running smoothly: reception, access, mail, office supplies, IT equipment for newcomers, maintenance and space planning

• Manage vendor and landlord relationships, and drive sustainability initiatives

• Define and roll out office procedures, data security and record-keeping policies

• Implement safety and security protocols, and be the local contact for working conditions, health and safety

• Coordinate medical visits and run wellbeing initiatives with the People team

• Act as back-up for other offices when needed

Finance & accounting support (in coordination with our Finance team and external accounting provider)

• Process invoices, payments, expense reports and reimbursements

• Prepare monthly payroll with our external provider and the People team

• Track the office budget and support the country manager on cost control and budget vs. actuals

• Support monthly closings, CFO reporting, tax and social charge payments, and audits

Employee experience, culture & events

• Be the first point of contact for employees, and keep a good feedback loop with leadership

• Welcome and onboard new joiners, together with the People team and IT

• Organise team-building and office events, and co-organise group-wide events

• Coordinate the operational side of benefits (transport, lunch, gifts) and recruitment logistics

What we are looking for

• Bachelor's degree or equivalent in Business Administration, HR, Workplace / Facilities Management, or a related field 

• 7–10 years of experience in office management, workplace operations, executive support, or a similar hybrid role, ideally within an international and fast-paced environment 

• Proven experience managing office operations and administrative activities, including travel coordination, vendor management, facilities, budgeting, and event organisation 

• Solid experience owning workplace health and safety in a German context

• Exposure to finance and accounting support activities, including invoice processing, expense management, budget monitoring, and coordination with external providers 

• Familiarity with the German administrative ecosystem relevant to workplace and people matters 

• Demonstrated experience working with administrative and expense management systems (e.g. Lucca, Revolut, Microsoft Office Suite, SharePoint, Freshservice or equivalent tools) 

• Experience collaborating with multiple stakeholders across different countries, offices, and functions 

• Experience contributing to employee engagement, culture initiatives, or wellbeing programmes 

• Previous exposure to international office coordination or multi-site support is considered a strong advantage 

Skills and competencies

• Fluency in written and spoken English and German; additional languages are an asset 

• Highly organised, detail-oriented, capable of managing multiple priorities and workstreams in parallel 

• Tech-savvy: confident with digital tools (Microsoft Office Suite, SharePoint); comfortable with accounting and administrative software 

• Proactive, results- and solutions-oriented 

• Excellent interpersonal and communication skills, both written and verbal 

• Ability to manage confidential information with discretion and integrity 

• Cultural awareness and ability to collaborate across time zones and business cultures 

• Collaborative mindset, comfortable working independently and taking ownership of projects