Are you a planner? Do you run a steadily cruising ship? Are you an outgoing, detail oriented, and organised communicator looking to join an industry leading team? Pure is looking for you! We are hiring an Office Manager. The ideal candidate is a thoughtful communicator, thinks one step ahead, and keeps their cool no matter the circumstance. Attention to detail, and excellent written, verbal and interpersonal communication skills are required in German and English. You’ll be joining a fun and dynamic team that is growing in size, and scope.
We value collaboration, innovation, measurable results, and people who never stop learning and helping. If you’re looking to build something great and to be part of one of the fastest growing companies, then come join us!
What You Will Be Doing
Office Administration
- Administrative support for the DE/AT managing director
- General office management; order office supplies, equipment & furniture, help stock the kitchens and maintain general cleanliness, assist with snack management
- Manage all office vendors
- Manage office deliveries: mail, freight, FedEx / DHL
- Package shipments - cost allocations to proper cost centers
- Order/coordinate lunches and catering as needed
- Schedule and plan company events (office morale activities/happy hours/off-sites)
- Assist the Executive Briefing Centre (EBC) with onsite support (room setup, catering, building access) and swag management
- Provide on site support for employee health and safety (EHS) activities
- Set up purchase orders and work with vendors + Account Payable (AP)
- Communicate with the office updates with building information/trainings/events
- Provide onsite support for Executives and their teams when visiting or conducting trainings/workshops
- Update the Hub, Pure's company intranet, for office site information
- Provide Marketing with support as needed and help manage any onsite inventory
- Assist with budget management and tracking
- Reporting activities (filling in various reports - Health and Safety Inspection Checklist, Energy consumption, etc.)
- Supervision of maintenances and works done in the office
- Supporting and helping with Employee Engagement events
- Monitoring and solving tickets raised by employees in a timely manner
- Managing soft services - office supplies, breakroom supplies, reception desk, employee morale events
- Coordination and planning of Training rooms calendar for bigger events
- Reporting to EMEA Facilities manager
Facilities / Security
Facilities management including;
- Janitorial service and all office maintenance
- Manage keycard/security access for new hires, visitors, and current staff
- Serve as primary contact with Building Management / security / reception personnel
- Set up New Hire workstations
- Organize and maintain all the conference room and phone booth setup
- Work with assigned Floor Wardens to ensure safety procedures are met
- Provide space planning support utilizing Pure Desk Reservation tool
- Cross collaborate with the Lab and Security team on maintaining the Demo Room
- Main local contact for physical security vendors - annual checks, maintenance, testing and diagnostics
IT / HR
- Provide asset management of computer supplies including distribution of laptop loaners and returns to IT team
- Assist with IT related issues with IT, A/V and Network
- Assist New Hires with first day onboarding
- Manage “Office” email group
What You Bring To the Team
- College degree in business management or related field, or training in secretarial skills, office management and/or administrative studies.
- A minimum of 3 years experience in administrative support
- Strong organisational skills including the ability to manage calendars and effectively maintain records and files.
- Experience in organising meetings, note taking, preparing and monitoring budgets, assisting with travel and hotel accommodations, and providing general office operations support.
- Demonstrated ability to achieve high performance goals in a complex and fast-paced environment.
- Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, external partners, vendors, etc.
- Highly resourceful team-player with the ability to also be extremely effective independently.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Expert level written and verbal communications.
- Proficiency in grammar, spelling and proofreading.
- Ability to understand and interpret policies and procedures as well as apply them with consistency.
- Strong computer skills including proficiency in Google office suite, SAP Concur. Comfortable with a multi-tool environment. (Slack, Google Suite, ERP, etc)
