Head of Office Management (m/w/d)

We’re looking for someone who rolls up their sleeves and is the go-to person for our team members. You’re a bridge builder, connecting people and teams through reliable day-to-day operations and a workplace that always looks and feels great. Alongside the day-to-day, you’ll support our CEO with administrative tasks, help with cross-account admin topics like payroll or accounting, and make sure every person who walks into our office, whether team member, client, or partner, has a great experience. We are looking for someone who can start by April 15th.

What you’ll do

• Front office: You are the physical presence in the office. Welcoming visitors, handling mail, managing the door and being the first point of contact for anything that comes up.
• Team member experience: You provide day-to-day operational support for our team members. You’re the go-to person when something is needed, a question needs answering, or a request needs handling. You also plan and coordinate team events and team days that bring people together.
• The space: You keep the office in top shape. Tidy spaces, stocked supplies and meeting rooms that are always ready to go.
• Beyond the office: Our workplace is hybrid and so is your responsibility. You work closely with the team to make sure everyone, whether in the office, at home or working remotely, has consistent workplace experience and the right setup to do their best work.
• People lead: You directly lead a small team of two. That means regular check-ins, feedback and development conversations, and making sure they have what they need to do their job well.
• Hello & goodbye: You own the onboarding and offboarding experience for our team members, making sure every new joiner has a great start.
• Tech that works: Screens, video calls, room setups, you make sure it all just works. You’re the first point of contact and the bridge to IT when something needs fixing.
• Getting people places: You handle travel bookings and coordination for team members and C-Level. Flights, hotels, guidelines, follow-ups; all of it.
• Vendors & contracts: You own the relationships with our vendors and service providers across facilities, supplies and contracts. You make sure people deliver and costs stay in check.
• Safe & sound: You know what health & safety requirements need to be in place and you make sure they are.
• Administrative support: You support the CEO with document handling, scheduling, correspondence, shareholder communication and board-related admin, reliably and with discretion. This is not an EA role.
• When the team needs you: You jump in on cross-account topics like payroll or accounting admin when the team needs support.

What Success Looks Like

• You walk in every morning, and the office is already looking the way it should, because you’ve made that happen.
• Your team knows exactly what’s expected and feels well-supported.
• The CEO can rely on you for admin support without having to follow up.
• Visitors, clients, and partners leave with a strong impression of our space and our team.
• Nothing falls through the cracks because you’re structured enough to catch it all.

Requirements

• 3+ years of experience in office management, workplace coordination, or a similar role; comfortable working with or supporting C-level.
• A warm, outgoing personality. People feel comfortable asking you for help and you enjoy being the person who keeps things together.
• A hands-on, get-things-done attitude. You don’t wait for someone else to fix it.
• The ability to work independently. You don’t need handholding, you take ownership.
• Strong organizational skills and a structured way of working. You can juggle many small things without dropping any.
• Confidence leading another person. You give clear directions and make sure they feel supported.
• Fluent English; German is a strong plus for vendor and facilities communication.

Benefits

• Work-life wellbeing: At ctrl QS, we value your well-being and encourage our team members to maintain a healthy balance between work and personal. We understand that agency life can be highly dynamic and fast-paced, therefore we utilize a time-tracking tool to ensure you receive appropriate compensation through time off for any extra hours worked.
• Our company offers a flexible working environment, providing options for both full-time and part-time positions. Additionally, you’ll enjoy 28 days of vacation every year, ensuring you have the time to recharge and explore your passions outside of work.
• Vibrant office in central Berlin: Located in the digital heart of central Berlin, our bright office space fosters professional and personal interactions.
• Continuous learning and career growth: We’re dedicated to providing a unique learning environment where you can pursue your career goals. We help you find your place at ctrl QS, with focus on your development goals. You’ll find fluid career paths with opportunities to specialize or grow laterally. Also, our internal Academy offers a wealth of learning opportunities.
• Diverse and supportive team: Join our team of passionate, committed, and fun people from more than 40 nations. We celebrate diversity and welcome everyone to bring their unique perspectives, challenge conventions, and ignite creativity. Together, we form a multicultural and fun-loving team that thrives on collaboration.
• People-first culture: At ctrl QS, we prioritize our people above all else. We strive to cultivate a healthy company culture where everyone feels safe and satisfied. Engage in regular team-building activities, fun sport and health initiatives, monthly team lunches, weekly company breakfasts, and regular team events are all part of the routine. And of course, our famous summer and Christmas parties are not to be missed!