Office Administrator (m/f/d) – 30 hours per week
Candidate ProfileTo 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
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.
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Skills Required
- Completed commercial/business administration training or comparable qualification
- 2-3 years experience in office management, reception, or similar administrative role
- Experience welcoming and supporting guests, 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
- Fluent German and English, both written and spoken
- Experience planning, organizing, and delivering employee and client events
- Ability to distribute laptops and mobile phones, support equipment replacements, and maintain equipment inventory with IT
What the Team is Saying
Smartly Compensation & Benefits Highlights
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Leave & Time Off Breadth — Time off is described as five weeks of paid vacation per year, plus company holidays, wellness/recharge days, and an annual holiday shutdown. Some locations also offer sabbatical or study leave.
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Healthcare Strength — Health coverage includes medical, dental, vision, mental‑health benefits, and FSA options. Inclusive elements like transgender‑inclusive coverage and pet insurance are also listed.
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Flexible Benefits — Work flexibility includes hybrid and fully remote options in approved locations. Employees can choose in‑office, hybrid, or fully remote setups where supported.
Smartly Insights
What We Do
We solve for advertising campaign and creative complexities - both key elements to the time/money savings and performance that brands, agencies and businesses seek. Our unified platform combines media, creative, and intelligence, offering end-to-end workflows powered by AI across the open and closed web. With over 700 brands and advertisers, we've proven that dynamic and personalized creative makes advertising impactful. We are on a mission to transform the advertising experience for brands and their consumers. ⚡️
Why Work With Us
As a fast-paced growth company, we offer opportunities to maximize learning and amplify impact. Our culture and values have always been the secret sauce of our growth. They define how we aspire to build our adtech product, whom we hire and reward, and how we work towards a shared vision. Join us in moving advertising forward.
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Smartly Offices
Hybrid Workspace
Employees engage in a combination of remote and on-site work.
We are a hybrid workplace where Smartlies have the flexibility of hybrid work combining office and work from home. We also offer programs for short-term remote work globally.
