Office Manager GMF - German Marshall Fund of the United States

Berlin, Germany

Job Summary:

The German Marshall Fund of the United States (GMF) is a non-partisan American public policy and grantmaking institution dedicated to promoting better understanding and cooperation between North America and Europe on transatlantic and global issues.

The Berlin office of the German Marshall Fund of the United States is seeking an Office Manager to manage the office in Berlin, Germany. The Office Manager will report to the Senior Director and provide support in a variety of office administration functions to include facilities management, finance, and human resources in close coordination with the respective departments in headquarters, based in Washington, DC.

Key Areas of Responsibility:

I. Facilities and Office Operations

• Manage the overall operations of the Berlin office;
• Serve as the primary POC in managing the relationships with office equipment vendors to ensure prompt and efficient service;
• Manage office improvement projects and seating assignments;
• Coordinate with the HQ on various operational issues, as needed;
• Manage distribution of office access and the maintenance of the system as a whole.
• Maintain an updated vendor list at all times; and
• Maintain sufficient supplies and inventory for the office via improved inventory system (includes stationery and business card orders).

II. Finance

• Code and process accurately and on-time all office vendor invoices and payments;
• Prepare and monitor annual office budget;
• Prepare monthly financial reports for Berlin office accounts;
• Prepare budget forecast updates and supporting analysis; and
• Perform account reconciliations and cost allocations.

III. Human Resources and Payroll

• Assist employees with obtaining travel visas, in coordination with the HR team in HQ;
• Perform human resources related activities to include supporting recruitment, onboarding, and offboarding efforts;
• Provide office orientations for all new hires, interns, and guests, as needed;
• Coordinate the local payroll and transmission, and reconciliation, and banking transactions.

Qualifications and Requirements:

• Three to five years of office administration experience to include bookkeeping, payroll, human resources and facilities management;
• Detail-oriented with demonstrated ability to multitask with a high level of initiative and motivation;
• Experience supervising interns, preferred;
• Excellent command of Microsoft Office, particularly in Word, Excel and Outlook;
• High-level of initiative and motivation in addition to the ability to deal with confidential information;
• Demonstrated customer service skills – courteous, enthusiastic;
• Fluency in written and spoken German and English required.

Application Process:

To be considered for this position, please submit your cover letter and resume (as one document) by applying at https://home2.eease.adp.com/recruit/?id=2154272. Due to the high volume of responses, we will only contact candidates of interest.

GMF is an Equal Opportunity Employer.