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.

Role

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

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