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Office Manager (m/f)


Berlin Mitte

About us

XAIN is a Berlin-based tech company specialising in IoT networks.

We combine cybersecurity, machine learning and blockchain technology in order to propose a flexible, embedded, and secure access control protocol for machine and vehicle networks.

The company originated as an Oxford University research project to develop a distributed, highly flexible and privacy-preserving network with a novel two-fold consensus mechanism - called Proof of Kernel Work - for energy efficiency and scalability.
Having prevailed over 120 startups, XAIN AG won the 1st Porsche Innovation Contest in summer 2017. The company is now involved in several projects with its customers, including Porsche and Daimler.
Since, XAIN has developed a new data structure for hybrid clients, which are directly integrated into embedded systems, such as microcontrollers and IOT devices, for end-to-end secure communication. Currently, the company is developing a universal, secure and user-centric access control language for IoT networks.

We envision in a world where equally-distributed intelligent systems enable collaboration and trust.

We are currently looking for an experienced, energetic and multitasking Office Manager to join our innovative and ambitious team at our office in Berlin Mitte.
The Office Manager will be responsible for organizing and coordinating office operations and procedures, in order to ensure an efficient, productive and secure office environment. Additionally, the role will involve technical tasks.

Your tasks and responsibilities

  • Greeting and welcoming of external and occasional visitors such as customers, guests, candidates at our office

  • Support, maintain and coordinate all workflows in our office

  • Monitor and review office costs carefully by adhering to the office management budget

  • Organize and document office policies and procedures

  • Tool and identity management (e.g. add/remove team members)

  • Accurately update the company inventory, coordinating with the management and other internal parties on all office equipment, supplies, software licenses and relevant office purchases.

  • Manage relationships with external vendors, handymen, service providers, delivery persons and landlord,

  • Ensure that all invoices items are forwarded and processed by the Finance Department

  • Be responsible for an healthy selection and order of office drinks and snacks on a regular, automated base

  • Run post and bills errands, sort out invoices and external correspondence

  • Actively support every employee with expense claims for a variety of different occasions (business travel, entertainment and other company expenses)

  • Closely partner with the HR department to foster the company culture, supporting and initiating different projects (like e.g. onboarding and welcoming of new team members, extension of the company benefits program, planning of knowledge-sharing sessions, team events of all format sorts and so on)

  • Manage designated office projects, for example the redesigning, branding, and rearrangement of the office space


  • A commercial degree or an equivalent qualification in a relevant related field

  • A professional appearance

  • Extraordinary ability in multi-tasking and sorting out priorities

  • Excellent time management and problem-solving skills

  • Outstanding organizational and planning skills

  • A high level of confidence towards external partners and co-workers of different ages

  • A high vocation for supplying services

  • A solution-oriented, proactive work approach

  • Brilliant social and communicative skills

  • Discretion und secrecy belong to your values in this role

  • A strong affinity for technology

  • Business proficiency in German and English language

  • Interest in the technical and innovative challenges that XAIN works on

  • Ability to work independently with little or no supervision

  • Full time availability and eligibility to work in Germany

Knowledge and Experience

  • Knowledge of office management systems and procedures

  • Proven long-term office management and administrative experience (minimum of 3 years), preferably in a startup or a similarly fast-paced and international environment

  • Experience with handling a wide range of administrative and executive support related tasks

  • Experience with creating a great office atmosphere

  • Experience with managing external service providers

  • Know-how in price negotiations with vendors and providers

  • Certified experience working with a Data Security Officer (Datenschutzbeauftragter)

  • Excellent knowledge of MS Office Suite /iWork / Google Apps 4 Work

Our Offer

  • Be part of a dynamic, international, ambitious team of talented people

  • A great opportunity for professional growth and self-improvement on a strategic and creative level

  • Entrepreneurial flexibility, autonomy and flat hierarchies

  • A fast-paced, multi-faceted working environment and an exciting company product

  • A competitive pay

  • A perks and benefits program available for all team members

Do you feel the right fit for this opening and are excited about starting your next challenge? Then apply with us by submitting your application documents at jobs@xain.io
We’re excited about you!