Office Manager (w/m/d)

About the Role

We view a well-run office as more than just functional meeting spaces and stocked snacks. It is a place where people come together, ideas flourish, and collaboration thrives. As Office Manager, you will be part of our People & Organization team, taking charge of enhancing our office environments in Berlin and Potsdam. You will have the opportunity to lead, contribute your own ideas, and ensure our employees can focus on what truly matters.

Key Responsibilities

• Manage the daily office operations including procurement of office supplies, snacks, beverages, and other necessities to keep the office functioning smoothly.
• Plan and execute office-related projects such as upgrading meeting and communal areas.
• Serve as primary contact for Berlin and Potsdam locations, coordinating with property managers, suppliers, service providers, and tradespeople.
• Engage in strategic office planning beyond day-to-day tasks by researching markets, conducting site visits, preparing decision documents regarding office locations, and leading office projects from conception through implementation.
• Continuously improve existing office sites in Berlin and Potsdam.
• Coordinate all legally required occupational safety and health measures, working closely with external partners like occupational health doctors, including preparing risk assessments, organizing safety trainings, liaising with safety specialists, doctors, and authorities, and maintaining a digital platform to ensure legal compliance.
• Enhance employee wellbeing and community by organizing weekly Office Mondays with team lunches, managing All-Hands and Town Hall meetings from agenda setting to documentation, planning onsite and offsite team events, and acknowledging personal milestones such as birthdays, anniversaries, onboarding and offboarding.

Qualifications and Experience

• At least 5 years of professional experience in office management, executive assistance, or similar organizational roles.
• A completed commercial apprenticeship or degree, for example in office management, business administration, hospitality, or event management is advantageous but not mandatory; relevant experience weighs more heavily than formal qualifications.
• Experience with office setups, relocations, or comparable projects is a bonus.
• Strong organizational skills, proactive mindset, structured approach, and the ability to maintain oversight in dynamic environments.
• Exceptional service orientation with enthusiasm for creating an inviting workplace culture.
• Presence on-site is key: a minimum of 30 hours per week distributed over five days in Berlin plus at least one weekly visit to the Potsdam location, differing from the company's general policy of three office days.
• Excellent communication skills in both German and English to engage with diverse internal and external stakeholders; English is the company language, German for external contacts.
• Proficient with Google Workspace and common collaboration tools such as Slack and Miro; familiarity with Jira is beneficial but not required.

What We Offer

• Autonomy: You will have significant responsibility within a growing organization that values leadership and accountability.
• Meaningful Impact: Work within a non-profit committed to making the world healthier through digitizing health research.
• A diverse, interdisciplinary, and international team spread across three locations: Potsdam, Berlin, and Singapore.
• Flexibility: Options for full-time or part-time between 30-40 hours weekly over five days, including the possibility to work from home within the onsite presence requirements.
• Employment: Permanent contract with 30 vacation days and competitive compensation.
• Benefits: Attractive employee perks such as private supplemental health insurance, public transportation pass, and an annual budget for professional development.

Additional Information

• We particularly encourage applications from LGBTQI+ community members, individuals with migration backgrounds, People of Color, and persons with disabilities or chronic illnesses.
• If you require assistance or accommodations during the application or interview process due to a disability, please inform us so we can support you as best we can.
• Please ensure your application includes essential documents such as a CV, relevant certificates, earliest possible start date, and current notice period.

About Data4Life

Data4Life is a non-profit organization dedicated to making the world healthier. Our international team works collaboratively to digitize health research by linking technology with scientific study to make health data comprehensive, secure, and accessible for research. Founded in 2017 and funded by the Hasso Plattner Foundation, our interdisciplinary teams in Potsdam, Berlin, and Singapore include experts in product development, software engineering, data security, and science. We value diversity, equity, and inclusion not just as ideals but as active commitments solidified in everyday practices, including signing the Diversity Charter in 2022.