Workplace Experience Coordinator (Part Time FTC) - 30 hours per week

What you'll do

• Manage the day-to-day office operations to ensure a smooth and efficient workplace
• Maintain office supplies, inventory, and equipment while coordinating orders and deliveries
• Manage vendor relationships, including food and beverage services
• Monitor office and storage inventory levels and ensure timely replenishment
• Liaise with external vendors, service providers, and building management
• Plan, organize, and deliver employee and client events
• Support office budgeting and track operational expenses
• Act as the first point of contact for employees, visitors, and vendors, creating a welcoming and professional office environment
• Welcome and support guests, ensuring a positive visitor experience
• Manage and maintain the office key inventory and access records
• Handle incoming and outgoing mail and coordinate deliveries
• Support internal meetings and the day-to-day operation of the office
• Organize internal employee events (approximately two per year)
• Support the planning and execution of customer events in collaboration with the Workplace team
• Distribute laptops and mobile phones to new employees
• Support equipment replacements and returns
• Work closely with the IT team to maintain an accurate physical and digital equipment inventory

Requirements

• Completed commercial/business administration training or a comparable qualification
• 2–3 years of experience in office management, reception, or a similar administrative role
• Experience welcoming and supporting guests in a professional environment, including international visitors
• Experience managing vendors and external service providers
• Knowledge of office supply management, purchasing, and inventory control
• Experience monitoring budgets and tracking operational expenses
• Experience handling incoming and outgoing mail, deliveries, and general office administration
• Proficiency in Microsoft Office or Google Workspace; experience with Slack is an advantage
• Fluent German and English, both written and spoken

Tech stack