Office Manager – Berlin in Berlin bei VIRTUS Data Centres

Office Manager – Berlin (M/W/D) in Berlin bei VIRTUS Data Centres

VIRTUS Data Centres

About VIRTUS

VIRTUS Data Centres is the UK’s fastest growing data centre provider which owns, designs, builds and operates the country’s most efficient and flexible data centres.

In May 2023 we announced our plans to expand into continental Europe, with our first data centre due to open in Berlin in 2026, to be quickly followed by two full campuses and expansion into other countries in the pipeline.

Our purpose is to serve humanity by being an active, positive participant in the 4th industrial revolution. When we talk about our purpose, we refer to our customers’ customers; the child playing a computer game, the person watching their favourite movie, booking a medical appointment, a plane ticket, a hotel or doing their online banking; those things can’t be done if we don’t do our job.

Our mission is to consistently exceed the expectations of customers through innovative, high-quality solutions and services. We employ intelligent thinkers – people with positive attitudes, who add to the quality of our customer proposition and business.

We value individual endeavour and initiative and encourage teamwork and togetherness because collective experience and expertise is VIRTUS’ greatest strength.

Job Summary

VIRTUS Data Centres is seeking a highly organized and proactive Office Manager to join our team in Berlin. The Office Manager will be responsible for ensuring the smooth and efficient operation of our office environment, supporting our staff, and contributing to a positive and productive workplace culture. This role is critical in maintaining day-to-day administrative functions and providing support across various departments.

Duties and Responsibilities

Office Management:

Oversee and manage the daily operations of the office, ensuring a clean, organized, and safe work environment.
Coordinate office maintenance and repairs, liaising with vendors and service providers.
Manage office supplies inventory and place orders as needed.
Ensure all office equipment is functioning properly and coordinate repairs when necessary.

Administrative Support:

Prepare and distribute internal communications, such as memos and announcements.
Provide administrative support to the management team and other staff members, including scheduling meetings, writing meetings minutes, managing calendars, and handling correspondence.
Assist with the preparation of reports, presentations, and other documents.
Manage incoming and outgoing mail and deliveries.
Close cooperation with EMEA head office in UK

Maintain and update office documentation.

Event Coordination:

Plan and coordinate office events, meetings, and team-building activities.
Arrange travel and accommodation for staff and visitors as required.

HR Support:

Assist with onboarding new employees, including preparing workstations, conducting office tours, and facilitating initial training.
Support HR initiatives and programs as needed.

Finance and Budgeting:

Assist with budget preparation and expense tracking.
Process invoices, track payments, and handle petty cash.

Health and Safety:

Ensure compliance with health and safety regulations.
Conduct regular safety checks and maintain a safe working environment for all employees.

What success looks like in 12 months’ time:

Operational Excellence: The office runs smoothly with minimal disruptions, and all administrative processes are efficient and well-documented.
Employee Satisfaction: Staff report high levels of satisfaction with the office environment and administrative support.
Cost Management: Office expenses are managed within budget, and cost-saving measures have been identified and implemented where possible.
Event Success: Successful planning and execution of internal events, enhancing team cohesion and morale.
Compliance and Safety: Full compliance with health and safety regulations, with no incidents reported.
Effective Onboarding: New employees are onboarded seamlessly, with positive feedback on their initial experience.

Person Specification

Bachelor’s degree preferred.
Working experience in Office Management, Administration work, Event mamanegement or hospitality.
Experience in the technology or data centre industry is a plus.