Office & Workplace Experience Manager (all genders)

With more than 120 colleagues, our large Berlin office right on the Spree, and two additional locations in the Munich area, we are looking for two Office & Workplace Experience Managers. Together, you will take ownership of our Workplace Experience and reliably cover for each other in the day-to-day.

You don’t need to bring the same strengths to the role: perhaps yours are in operations, processes, and vendor management - or more in hospitality, events, and workplace experience. What matters is the mindset you share: you don’t just want to keep our offices running; you want to make them a little better every day.

Your home at Reflex is the People & Culture team, and you will report to our VP People & Culture. At the same time, this is a highly cross-functional role: you will work closely with teams such as IT, Finance, and Procurement to drive topics forward across functions.

Your Mission:

• You make sure our office runs smoothly every day and is a place where people enjoy working and can do their best work.
• You coordinate our external service providers - from cleaning and maintenance to catering, beverage deliveries, and property management - and ensure consistently high service quality.
• You keep an eye on what the office needs and where things could be improved, take proactive action, and manage our internal ticketing system.
• You ensure that equipment, supplies, and other office essentials are always available while keeping an eye on budgets, invoices, and ongoing contracts.
• You manage our small company fleet, including company cars and parking spaces, and ensure our insurance documentation is well organized.
• Together with our local contacts, you also take ownership of our smaller locations in the Munich area and support topics related to occupational safety, fire safety, and sustainability.

• You are a visible, warm, and approachable point of contact in the office, making sure employees, candidates, customers, and other guests feel well taken care of.
• Together with People & Culture and IT, you help create a great first-day and onboarding experience - from a ready-to-go workspace and office access to helping new joiners find their way around.
• You organize larger internal meetings, workshops, and events, coordinating rooms, catering, and logistics.
• As part of our Workplace Experience team, you make sure reception, incoming mail, courier services, and our main phone line run smoothly.

• You don’t just think about what needs to get done, but also how we can make things simpler and better going forward.
• You identify recurring tasks and challenges and turn them into scalable processes, standards, and automations.
• You continuously improve documentation, databases, and filing systems, and use feedback from the team to enhance our Workplace Experience.
• You manage our service providers and office spend with a focus on quality and cost efficiency.

Support Important Moments

• You provide organizational support to our leadership team when needed, for example for important customer or investor meetings.
• You coordinate scheduling and travel as needed, including booking and expense management for C-level executives, candidates, or larger external meetings.

Your Background:

• You bring several years of experience in Office Management, Workplace Experience, Hospitality, Operations, Event Management, or a comparable environment - ideally in a fast-growing company.
• You communicate confidently and professionally in both German and English.
• You are known for your strong organizational skills, can manage multiple priorities at once, and know what really matters in the moment.
• You have a strong service and hospitality mindset and are warm, reliable, and professional. You feel at home in an international environment and are sensitive to different cultural backgrounds, communication styles, and needs.
• You are happy to help and take ownership of topics that may not fit neatly into a job description. At the same time, you know how to prioritize, protect your boundaries, and communicate transparently when not everything can happen at once.
• Ideally, you have experience managing external service providers as well as budgets, invoices, and contracts, and you are confident using digital tools.

What We Offer:

• Work with a diverse, international team on the next generation of innovative satellites. Join our journey from the start, make your mark in a fast-growing company, and help shape the future of space.
• Stay active with a subsidized Urban Sports Club membership and a contribution towards your Deutschland Ticket.
• Benefit from our Corporate Benefits program and enjoy attractive discounts with a wide range of well-known brands.
• You’ll have an annual learning and development budget of €1,500 to support your professional and personal growth.
• We offer permanent employment contracts only because we believe in long-term collaboration and sustainable career development.
• We support your private pension plan with a 20% employer contribution.
• Enjoy 30 days of vacation, plus an additional company holiday on April 12, the International Day of Human Space Flight - because the spirit of exploration is part of our DNA.