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
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 firstname.lastname@example.org
We’re excited about you!