Office Manager


WHO ARE WE LOOKING FOR?

The Hamburg Office Manager will organize and coordinate office operations and procedure, in order to ensure organizational effectiveness, efficiency, safety and facilitate staff productivity and satisfaction. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and must be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible, resourceful, personable and enjoy the administrative challenges of supporting an office of a fast-growing, innovative company.

KEY DAY TO DAY RESPONSIBILITIES

Administrative Assistant Tasks

Calendars

  •  Meeting, room and appointment scheduling for staff as needed
  •  Housing and travel planning assistance as needed
  •  Assisting the executive team in office
  •  Assisting visiting Trade Desk employees who visit from other offices 
  •  Special administrative projects or tasks as assigned or required

Office Purchasing

  •  Purchasing and stock general office supplies
  •  Purchasing and stock snacks and beverages
  •  Coordinate and purchase bi-weekly office lunches
  •  Corporate Credit Card Management
  •  Responsible for safe keeping, usage and approvals for office credit card
  •  Sending receipts weekly to Finance

Office Maintenance and Management

  •  Scheduling maintenance and upkeep of office furniture, appliances, building and equipment
  •  Work with building management & maintenance to ensure office safety and communicate information to staff
  •  Manage office security system
  •  Coordinate with Facilities and Legal to set up and manage vendor & service provider contracts and relationships
  •  Send monthly invoices to Accounts Payable
  •  Ensure common areas and general office remain clean; schedule deep cleaning as necessary

Shipping and Receiving

  •  Pack and ship packages by FedEx or USPS
  •  Receive mail and packages and distribute

Reception

  •  Greet clients, guests and visitors upon arrival
  •  Provide general support to visitors
  •  Answer phones, handle office communications
  •  Office Event Planning
  •  Assist with planning morale events, holiday party, happy hours, office networking events
  •  Help coordinate recruiting events

Other Duties

  •  Organize office operations and procedures
  •  Assist with job posting and recruitment
  •  Partner with People Ops department to maintain office policies as necessary
  •  New hire orientations for office; office tour, desk, key, security system training, etc.
  •  Maintain office records and filing
  •  Serve as point person for billing/Accounts Payable

Errands

  •  Ordering and pickup of lunches for meetings when necessary
  •  Office decorating, maintaining plants
  •  Organizing stock rooms, kitchen/pantry, schwag room
  •  Be flexible, creative, and get difficult tasks done—sometimes at the last minute
  •  Be friendly and courteous 100% of the time (and a sense of humor is sometimes helpful)
  •  Be proactive – anticipate the needs of the office, acting on them without being asked
  •  Special projects or tasks as assigned or required

To be considered for this role, you must have experience of working within a high growth, fast paced tech start-up. You will also be fluent in German.

The Trade Desk does not accept unsolicited resumes from search firm recruiters. Fees will not be paid in the event a candidate submitted by a recruiter without an agreement in place is hired; such resumes will be deemed the sole property of The Trade Desk. The Trade Desk is an equal opportunity employer. All aspects of employment will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

 

 

 

 


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