Office Manager

Job Description

Responsible for ensuring the efficient, well-organized, and customer-focused operation of the office, managing a broad range of administrative and operational responsibilities.

Key Responsibilities:

• Responsible for meeting and facilities management, including the setup and coordination of meeting rooms.
• Responsible for employee equipment and workplace setup, including hardware installation and employee onboarding.
• Support fleet management in close collaboration with HR and the Fleet Manager.
• Order and maintain inventory of hardware, computers, mobile phones, and office equipment.
• Coordinate all technical requirements necessary for smooth office and meeting operations, including internet, power, and related infrastructure.
• Serve as the primary contact for external service providers and vendors, such as telecommunications providers, office supply vendors, cleaning services, and property management.
• Provide proactive support and act as a trusted point of contact for senior management and employees on all office and operations-related matters.
• Manage incoming calls and serve as the first point of telephone contact.
• Welcome and assist visitors as the first point of contact at reception, ensuring excellent guest hospitality.
• Ensure seamless telephone accessibility for customers and other callers.
• Handle incoming and outgoing mail, manage documents, and maintain petty cash records.
• Coordinate and manage contractors, tradespeople, and external service providers.
• Perform general office management duties, including ensuring the office is fully stocked with consumables (milk, coffee, tea, office supplies) and maintaining a professional and welcoming office environment.
• Procure office supplies and consumables, including obtaining quotations, cost calculations, ordering, and invoice verification.
• Manage special projects, such as organizing and equipping new workstations, office and building signage, and office/reception area design and layout.
• Support workplace health and safety initiatives in close collaboration with HR.
• Lead and support ad hoc projects within Office and Operations Management.
• Languages: Native-level German and business-fluent English, both written and spoken.

Qualifications

• Native German speaker with business-fluent English proficiency.
• Several years of experience in Office Management, Executive Assistance, or Operations.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent communication and interpersonal skills with a service-oriented mindset.
• Proven ability to work independently while collaborating effectively across teams.
• Strong project coordination and event management skills.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Experience with office technology, hardware procurement, and IT onboarding processes.
• Knowledge of facilities management and workplace operations.

Additional Information

All Sobi employees need to demonstrate behaviors in line with Sobi's core values: Care, Ambition, Urgency, Ownership and Partnership. Are you ready to be on the Sobi team? Come join a culture that empowers every person to be the person that makes a difference for rare disease.

Why Join Us?

We are a global company with over 1,900 employees in more than 30 countries and are committed to the societies where we operate. With a deeply skilled management team directing our day-to-day wins, and a Board with a stellar track record, we’re ready to take on the world’s diseases, ailments and adversity. Our people believe they have the power to make a positive impact in others’ lives because that’s exactly what we do here. If you’re seeking a career that taps into your talents in a way that makes the world a better, healthier place, we just may have a job for you.

We know our employees are our most valuable asset, and our culture conveys that. We offer a competitive benefits package, to support the health and happiness of our staff.

Sobi Culture

At Sobi, we refuse to accept the status quo. This is because we have witnessed first-hand the challenges facing those affected by rare diseases, and have used this knowledge to shape our business to find new ways of helping them.

As a specialized biopharmaceutical company, we are dedicated to rare diseases. And we see this focus as a strength. By effectively turning our research into ground-breaking treatments, we help make medicine more accessible and open up more possibilities for patients and more opportunities for those caring for them. This has been our approach since day one, but we know we can’t change the world of rare diseases on our own. Accomplishing this requires strong partnerships with patients, partners and stakeholders across the entire value chain. Together, we define how our business can create solutions that serve the needs of those affected by rare diseases while facilitating sustainable growth.

An Equal Opportunity Employer

Sobi is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions at Sobi are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity, protected veterans and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status or protected groups by the laws or regulations in the locations where we operate.

Sobi is an affirmative action and equal opportunity employer. Disabled/Veterans. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access this website to apply for a vacancy as a result of your disability. You can request reasonable accommodations by sending an email to [email protected].