Office Manager / Receptionist

As Office Manager & Receptionist at Caseware Germany, you take on a highly visible, front-facing role, ensuring that our office runs smoothly and remains a welcoming place for employees, clients, and visitors alike. In this position, you oversee office operations, provide administrative support and contribute to creating a professional and positive workplace experience.

This role is offered on a part-time basis (minimum 30 hours per week) with the option of full-time employment.

What you will be doing:

• Office & Reception:
• Ensure smooth daily office operations and a professional work environment.
• Welcome, greet, and assist visitors, clients, and business partners.
• Coordinate office facilities, supplies, and external service providers.
• Manage office supplies, monitor inventory, and handle procurement processes.
• Oversee compliance with safety and security requirements (fire safety, access control, alarm systems).
• Provide remote support for the Stuttgart office from the Düsseldorf headquarters.
• Administrative Support:
• Serve as the central contact person for employees regarding office-related and administrative matters.
• Organize parking spaces, access cards, and storage facilities.
• Support cost tracking and assist with invoice processing for office operations.
• Collaborate closely with People Operations on internal communication and employee events.
• Events & Client Care:
• Organize and coordinate client visits, business lunches, and external meetings.
• Assist with planning and execution of internal company events and employee gatherings.
• Contribute to a positive employee and client experience through professional and service-oriented support.

What you'll bring:

• Relevant experience in office administration, executive support, or a similar role.
• Solid understanding of procurement, vendor coordination, facility operations, and customer service.
• Excellent written and verbal communication skills in a professional environment.
• High attention to detail combined with a structured and solution-oriented way of working.
• Strong time management, organizational, and project coordination skills.
• Proactive self-starter with a sense of ownership, able to provide quick solutions while keeping long-term objectives in mind.
• Flexibility and occasional willingness to travel to Stuttgart if required.
• Ability to handle multiple priorities in a fast-paced, deadline-driven environment.
• Collaborative mindset, comfortable working with colleagues at all levels, including direct interaction with the Managing Director.