Office Administrator (Part Time FTC) - 30 hours per week

Office Administrator (m/f/d) – 30 hours per week

Candidate Profile

To support our Office Management team, we are looking for a reliable, service-oriented Office Administrator who can independently manage the day-to-day operations of our Berlin office while acting as the primary on-site point of contact for employees, visitors, and service providers.

As our Berlin office supports both local and international teams, the successful candidate must be comfortable working in both German and English. While English is the primary language of communication within the office, the role requires fluency in German to liaise with local vendors, building management, service providers, visitors, and authorities.

Professional Requirements

Completed commercial/business administration training or a comparable qualification

Ideally 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

Personal Profile

Strong customer service mindset with a natural hospitality approach

Friendly, confident, and professional demeanor

Highly organized with the ability to work independently and manage priorities

Hands-on attitude with the ability to coordinate multiple tasks simultaneously

Reliable, proactive, and takes ownership of responsibilities

Enjoys working in a collaborative and international environment

Key Responsibilities Office Operations

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

Experience in planning, organizing, and delivering employee and client events

Support office budgeting and track operational expenses

Front Desk & Workplace Experience

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.

Basic IT Support

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

About Smartly

Smartly is the AI-powered advertising technology company transforming ad experiences for brands and their consumers. Our comprehensive advertising platform seamlessly integrates the capabilities of media, creative, and intelligence to power more than 800 billion impressions and generate more than 300 billion creatives annually, delivering tangible business outcomes for brands and advertisers.

Smartly is the only company in the industry recognized as a Leader in The Forrester Wave: Creative Advertising Technologies with PwC validating the results it delivers for brands. We manage creative and media for 700+ brands worldwide and $6B in ad spend across the largest media platforms, including Facebook, Google, Instagram, Pinterest, Snap, and TikTok. Our end-to-end technology, unmatched access to media platforms and exceptional customer service help Fortune 500 brands to reach and engage consumers and learn what performs best.Smartly is a multinational and diverse team of 750+ Smartlies from 60+ nationalities, working in 13 countries. Together, we want to create and maintain an inclusive environment where everyone feels respected and heard. Our Diversity, Equity & Inclusion approach is at the heart of it.