Office Manager (m/f/x)

Office Manager (m/f/x)

Part-time (20 hours) // Berlin

Reports To

Senior Finance Manager

ABOUT US:

COLORS is a unique aesthetic music platform showcasing exceptional talent from all around the globe, focused on promoting the most distinctive new artists and original sounds. In the context of an increasingly fragmented and saturated scene, we seek to provide clarity and calm, offering a minimalistic stage to shine a spotlight on the artists and give them the opportunity to present their music without distraction.

Job Overview

As Office Manager, you will play a pivotal role in maintaining the smooth day-to-day operations of our Berlin office and studio. This position requires managing various administrative tasks, providing support to staff, and ensuring a productive, organized, and efficient workplace. The ideal candidate is detail-oriented, highly organized, and proactive, with the ability to manage multiple responsibilities simultaneously. Your contributions will help maintain an environment that supports creativity and innovation, and for COLORS to thrive.

RESPONSIBILITIES & DUTIES:

The Office Manager will:

• Office/Studio Administration:
  • Manage and oversee daily office and studio operations, including
    • Ensure the office and studio (meeting rooms, kitchen, general workspaces) are tidy, well-organized, and prepared for meetings as well as productions.
    • Prepare office for external guests to a high standard including welcoming guests
    • Support and coordinate office events, studio productions, and meetings.
    • Process incoming and outgoing mail and deliveries.
    • Handle receipts, invoices, and related documentation in accordance with company policies and compliance requirements.
    • Onboarding new employees with necessary equipment.
  • Organize and maintain filing and archive systems (both physical and digital).
• Team Support:
  • Provide administrative support to staff, including scheduling meetings, booking travel, and preparing documents or reports.
  • Act as the main point of contact for office-related queries from employees.
  • Arrange catering, supplies, and logistics for team lunches, corporate gatherings, and special events.
  • Manage the COLORS general calendar, including meeting room bookings and company events.
  • Assist in preparing internal communications related to office updates, and events.
• Facilities Management:
  • Monitor and manage office and studio supplies, kitchen inventory, and other necessary items (coffee, snacks, stationery) within a given budget.
  • Maintaining office and studio supplies and equipment
  • Coordinate office and studio maintenance, keys and repairs, liaising with vendors, service providers, and landlords as needed.
  • Ensure office equipment such as printers, computers are functioning properly and company equipment is properly tracked and maintained.
  • Oversee relationships with our cleaner, ensuring the office is well-maintained.
  • Ensure health and safety protocols are followed and manage compliance records.

THE IDEAL CANDIDATE:

• Proven experience in office management or administrative roles. hospitality background and familiarity with office health and safety regulations is a big plus.
• Strong communication skills in both English, and German are mandatory, other foreign languages are well received.
• High level of professionalism and discretion in handling confidential information.
• Excellent organizational and multitasking abilities, who has the ability to work independently and prioritize tasks effectively.
• Strong proficiency in G-Suite, Slack & Notion.
• Ability to manage budgets and negotiate with vendors.
• Positive attitude and the ability to handle challenges in a calm, solution-oriented manner.
• A person who brings their authentic self to work each day, allowing your unique personality and strengths to shine, fostering a positive and collaborative environment across teams.
• Has a strong interest & passion for music and is attuned to both the COLORS brand and wider landscape of music, culture, apparel, and lifestyle

WHAT WE OFFER:

• A high degree of responsibility, professional autonomy, and creative freedom of expression
• An inspirational and motivational working environment with opportunity to proactively shape a company and build a global brand
• Ongoing support from our People & Culture team, who coordinate key benefits and employee initiatives across Berlin, New York, and London.