Workplace Experience Coordinator (m/f/d) – 30 hours per week

CANDIDATE PROFILE

To support our Workplace Experience Team, we are looking for a reliable, service-oriented Workplace Experience Coordinator 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.

Visit Smartly to learn more.

The processing of your information is described in our Candidate Privacy Notice.

Role

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

Tags for this job

Administration

Similar Jobs

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

Smartly•Berlin

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. Visit Smartly to learn more. The processing of your information is described in our Candidate Privacy Notice.

Deadline: Aug 24Posted: Jul 24

Administration

(Senior) Vehicle Readiness Manager (all genders) - Vehicle Planning & Deployment

MOIA•Berlin

JOIN US AS A (SENIOR) VEHICLE READINESS MANAGER (ALL GENDERS) IN OUR GLOBAL VEHICLE MANAGEMENT TEAM AND HELP SHAPE THE FUTURE OF AUTONOMOUS MOBILITY! MOIA’s Global Vehicle Management Team ensures on-time fleet deployment, smooth vehicle commissioning and uptime-focused service and spare parts support throughout the vehicle lifetime for customers across the EU and the US. As a cross-functional, fast-moving team, we are part of the commercial side of the organisation and work closely with all relevant teams, enabling the customer and operator of the AD fleet, the service partner network responsible for servicing and maintaining the vehicles, and the software units, making sure that the vehicles are ready to run at all times. In short: We bring MOIA’s pioneering AD vehicle to life — reliably, globally, and ready to scale. Want to learn more about our turnkey solution for autonomous mobility? Have a closer look at our product video here. As a Vehicle Readiness Manager, you are responsible for planning, coordinating, and optimizing vehicle deployment and readiness across locations, customers, and operational use cases. The role ensures that vehicles are available in the right place at the right time and meet the operational, technical, and service-related requirements needed for deployment. This position sits at the interface between operations, service and maintenance, logistics, and commercial teams, with a strong focus on structured planning, operational readiness, and cross-functional alignment. It is well suited for profiles with experience in vehicle operations, fleet deployment, launch, readiness, or related planning functions in automotive or mobility environments. WHAT YOU WILL DO * Plan and steer vehicle deployment, redeployment, and relocations across sites and customers. * Translate demand forecasts and operational requirements into executable fleet plans. * Allocate vehicles to meet utilization targets, capacity constraints, and customer commitments. * Ensure the right vehicle mix per location and use case, including timing and readiness. * Balance fleet availability with service and maintenance capacity; flag gaps and bottlenecks early. * Coordinate vehicle movements with operations, service & maintenance, and logistics providers. * Schedule deployments considering maintenance status, compliance, and operational readiness. * Support launch planning for new sites, customers, and services with clear deployment scenarios. WHAT WILL HELP YOU TO FULFILL YOUR ROLE * Several years of experience in vehicle operations, fleet deployment, launch, readiness, or a comparable role within automotive, mobility, or another operational environment that requires managing assets or scarce resources. * Experience translating operational demand, business priorities, and resource constraints into executable plans and clear deployment scenarios. * Strong understanding of vehicle resource deployment and operational readiness, including the coordination of maintenance, service capacity, logistics, and timing dependencies. * Hands-on, builder mentality with the ability to create structure from scratch, develop practical tools, and establish scalable processes in evolving environments. * Proven ability to work cross-functionally with operations, service, logistics, and other stakeholders to ensure smooth execution and timely issue resolution. * Good understanding of the end-to-end vehicle lifecycle and the operational impact of planning decisions on availability, utilization, service quality, and cost efficiency. * Strong planning, coordination, and communication skills, with the ability to drive clarity, prioritization, and alignment in fast-moving and evolving environments. We welcome applicants from diverse backgrounds — even if you don’t meet every requirement. If you’re excited about the role and MOIA’s mission, we’d love to hear from you! OUR BENEFITS IN A NUTSHELL * Competitive salary (including bonus) * Hybrid work setup: Work from home or one of our offices - you and your team decide how often to meet, blending flexibility with collaboration! * Flexible working hours and the possibility of flexible work arrangements depending on your needs (parenting, care work, volunteering, etc.) * Budget and monthly expense allowance for home office setup * Possibility of remote work from outside Germany for up to 6 weeks per year from over 35 countries - learn more in our blog! * Public transport ticket (fully subsidized "Deutschlandticket") for commuting and travelling throughout Germany and discount on MOIA rides * Subsidized fitness club membership or bike leasing * Learning environment with continuous learning days, job rotation, trainings and workshops, coaching, conferences, books, and language classes * Mental health support, 1:1 sessions with external professionals and mental unload workshops * 30 vacation days, sabbatical and unpaid leave option * Relocation support with service provider (visa, administration, etc.) * Dog-friendly offices For student & internship positions, we have an adjusted set of benefits. You can find them here. BE WHO YOU ARE! We are a member of Charta der Vielfalt and are dedicated to actively fostering a workplace that celebrates and promotes diversity in various aspects such as age, gender identity, race, sexual orientation, physical or cognitive ability, and ethnicity. At MOIA, we embrace a culture where people are accepted, respected, valued, appreciated, and included. In our commitment to promoting diversity and inclusivity, we regularly provide unconscious bias training to all our employees. Furthermore, we continuously strive to enhance our hiring process by ensuring a diverse hiring panel. HOW WE WORK At MOIA, our teams are typically distributed across our office locations and collaborate in a hybrid setup. We work together both remotely and on site, choosing the mode of collaboration that fits the context, the work at hand, and each team’s rhythm. Spending time together in our offices is an important part of how we stay connected, build trust, and solve complex problems. At the same time, we value flexibility and give teams and individuals autonomy to shape their ways of working, with everyone having the freedom to organise their routines in a way that aligns with their work and their team’s needs. If you’d like to learn more about how we work, visit our blog for insights into our culture and hiring process, or follow us on Instagram for a look behind the scenes at MOIA. WHO WE ARE At MOIA we’re reimagining the future of mobility – safe, autonomous and tailored to the needs of cities and their people. As a tech company with more than 400 employees, we build mobility solutions that truly move cities forward. We launched our ridepooling service in Hamburg in 2019 and have been part of the city’s public transport system since 2023. Since launch, we have transported over 12 million passengers. Currently, MOIA is evolving from a mobility provider to a tech provider offering a scalable and safe turnkey solution for autonomous driving. With office locations in Berlin and Hamburg, our diverse and international team comprising more than 60 nationalities works together toward that shared mission. MOIA is more than a technology provider – we are a partner to cities and public transport operators committed to creating more livable spaces and delivering mobility solutions that are reliable, safe and comfortable. YOUR APPLICATION TO MOIA We value authenticity and personal insights in your application responses. While AI tools can be useful, we encourage you to answer the following questions based on your own experiences and understanding. This helps us keep a human touch and better evaluate your unique perspective and match for the role. To reinforce an unbiased screening process, we kindly ask you not to include your picture, age, address, or any other details unrelated to your qualifications and suitability for the role. Additionally, we anonymize applications during the initial review phase by removing personally identifiable information. This ensures that our evaluation focuses solely on your skills, experience, and potential – supporting a fair and inclusive hiring experience for all candidates.

Deadline: Aug 16Posted: Jul 14

Administration

[GLOBAL/INT] [UPSTREAM] Senior Packaging Project Manager (all genders)

HelloFresh•Berlin

THE ROLE As Senior Packaging Development Manager, you will shape the packaging strategy for insulation materials and Ready-to-Eat products across HelloFresh's international markets. You will lead packaging innovation projects from concept to launch, develop sustainable and scalable solutions with suppliers, and drive continuous improvements across our packaging portfolio. Working closely with Packaging, Procurement, FSQA, Production, and Operations teams, you will balance strategic priorities with operational excellence to deliver customer-focused, cost-effective, and compliant packaging solutions. This position is offered as a 24-month limited contract with the potential for extension. WHAT YOU'LL DO * Own the category strategy for insulation and Ready-to-Eat packaging across international markets. * Lead end-to-end packaging development projects, from concept and trials through validation and implementation. * Develop innovative, sustainable, and commercially viable packaging solutions with existing and new suppliers. * Manage multiple cross-functional initiatives simultaneously, ensuring delivery against timelines, budgets, and business objectives. * Identify and implement product and process improvement opportunities through data-driven analysis and performance monitoring. * Build strong supplier partnerships, drive supplier performance, and support contract and tender processes. * Act as the key point of contact for packaging-related topics, ensuring alignment across stakeholders and international markets. * Support operational procurement activities, including pricing updates, invoice approvals, and replenishment processes. * Proactively manage risks, resolve challenges, and drive successful project execution. WHAT YOU'LL BRING * 5+ years of experience in packaging development, packaging engineering, project management, strategic procurement, or a related field. * Proven track record of leading cross-functional projects from idea to implementation. * Bachelor's degree in Packaging Engineering, Business, Sustainability, Economics, Procurement, or a related discipline. * Strong understanding of packaging materials, supplier landscapes, and packaging development processes. * Knowledge of packaging sustainability principles and European packaging regulations, including PPWR and recyclability requirements. * Experience managing supplier relationships and driving continuous improvement initiatives. * Strong analytical skills with advanced Excel capabilities; Tableau, Asana, or Jira experience is a plus. * Experience within FMCG, consumer goods, food, or other operational environments is preferred. * Excellent prioritization, stakeholder management, and communication skills. * A hands-on, entrepreneurial mindset with a strong sense of ownership and accountability. * Comfortable operating in a fast-paced, dynamic, and international environment * Travel Requirements : Up to 25% international travel. WHAT WE OFFER: * Elevate your lifestyle! Join one of Europe's fastest-growing tech powerhouses in a dynamic phase of expansion. * Immerse yourself in a diverse global community of 90+ nationalities. * Enjoy a competitive compensation package that goes beyond the norm, with perks like a HelloFresh- subsidized Pension Scheme, Berlin relocation support, and a Hybrid working model. * Elevate your lifestyle with exclusive discounts on your weekly HelloFresh box and office meals. * Invest in your growth with an annual learning & development budget, German language learning budget, and access to the HelloFresh Academy. * Plus, we've got your well-being covered with mental health support, transportation perks, and working-parent-friendly benefits. From our 24/7 gym access,wellbeing platforms like Headspace and Spill, to sabbatical leave options, HelloFresh is not just a workplace; it's a lifestyle of perks and possibilities! ARE YOU UP FOR THE CHALLENGE? Please submit your complete application below including your salary expectations and earliest starting date. After submitting an application our team will review this and get back to you within 5 business days. HelloFresh is committed to the principles of equal employment opportunity and providing reasonable accommodations to candidates with disabilities. If you need an accommodation during the application process, please reach out to us at: Europe: EUaccommodations@hellofresh.com. APAC: APACaccommodations@hellofresh.com United States: USCandidateAccommodations@hellofresh.com Canada: CAaccommodations@hellofresh.com

Deadline: Aug 16Posted: Jul 1

Administration