Workplace Manager

THE LOCATION: Augsburg,Germany

THE ROLE:
We are looking for an experienced and proactive Workplace Manager to take ownership of the day-to-day operations of our Augsburg office and create an efficient, welcoming, and well-organized workplace for our employees, leadership team, and visitors.
As the central point of contact for office operations and workplace services, you will coordinate facilities, manage external service providers, oversee administrative processes, lead two members of our office administration team, and continuously improve how our office operates.
Working closely with our Executive Assistant, administrative team, People Team, IT, Finance, and other internal stakeholders, you will play an important role in ensuring a positive workplace experience and supporting the needs of a growing international organization.
This is a hands-on role for someone who enjoys taking ownership, solving problems, bringing structure to complex environments, and making things run smoothly.

TASK AND RESPONSIBILITIES:
Office & Workplace Operations:

•  Take ownership of the daily operations of our Augsburg office, ensuring a professional, efficient, and welcoming working environment.
•  Act as the primary point of contact for office-related matters, supporting employees, leadership, visitors, and external partners.
•  Oversee office supplies, equipment, maintenance, meeting rooms, and workplace services.
•  Identify opportunities to improve office processes, service quality, and operational efficiency.
•  Coordinate office layouts, seating arrangements, and workspace requirements in collaboration with relevant teams.

Facilities & Vendor Management:
•  Coordinate building maintenance, repairs, security, and facilities-related services.
•  Manage relationships with external vendors and service providers, ensuring quality, reliability, and cost efficiency.
•  Support vendor selection, contract administration, purchasing, and budget monitoring.
•  Support the designated Health & Safety lead with local coordination as required.
•  Work closely with IT to ensure that office infrastructure and workplace equipment meet operational requirements.

Administration & Team Coordination:
•  Coordinate administrative activities and establish clear responsibilities, priorities, and efficient workflows within the office administration function.
•  Provide functional and disciplinary leadership to two administrative team members, including guidance, operational support, and clear prioritization of responsibilities.
•  Collaborate closely with the Executive Assistant and other administrative stakeholders to ensure seamless support for the leadership team.
•  Coordinate meeting rooms, business visits, internal events, and selected travel or scheduling activities as agreed with the Executive Assistant to ensure clear responsibilities and avoid overlapping tasks.
•  Develop and maintain effective administrative processes, documentation, and service standards.
Workplace Experience & Engagement
•  Help create a workplace where employees feel welcome, supported, and connected.
•  Organize and coordinate office events, team activities, celebrations, and visits from international colleagues and business partners.
•  Work closely with the People Team to support workplace initiatives and enhance the on-site employee experience.
•  Actively seek employee feedback and identify practical improvements to the working environment.
Budget & Continuous Improvement
•  Monitor office-related costs and support budget planning and cost control.
•  Coordinate purchasing activities and ensure adherence to internal approval processes.
•  Depending on experience and business needs, take on additional responsibilities within Procurement.
•  Review existing office procedures and introduce improvements that increase efficiency, transparency, and service quality.
•  Support cross-functional projects and workplace initiatives as the organization evolves.

EXPERIENCE & QUALIFICATIONS:
•  Several years of relevant professional experience in Office Management, Workplace Operations, Facilities Management, or a comparable role, ideally in an international organization.
•  Proven experience managing office operations independently, including coordination of external service providers and administrative processes.
•  Strong organizational skills and the ability to manage multiple priorities in a dynamic environment.
•  Experience coordinating administrative teams, providing guidance, or managing people.
•  Solid understanding of vendor management, purchasing processes, and budget monitoring.
•  A practical, solution-oriented mindset combined with a strong sense of ownership and accountability.
•  Excellent communication and interpersonal skills, with a confident and professional approach to working with employees, leadership, and external partners.
•  A service-oriented attitude and genuine interest in creating a positive employee and visitor experience.
•  Proficiency in MS Office and common collaboration tools, particularly Microsoft Teams.
•  Fluent German and very good English skills, both written and spoken.

You combine a structured, organized approach with the flexibility to respond to changing priorities. You are comfortable taking initiative, making decisions within your area of responsibility, and finding practical solutions.
You enjoy working with people at all levels of an organization, but you are equally confident handling operational details, coordinating vendors, and improving processes.
Most importantly, you take pride in creating a workplace that runs efficiently and where people enjoy coming to work.

WORKPLACE:
This role is based at our Augsburg office and requires on-site presence five days per week to support employees, visitors, and daily office operations.
You will work closely with colleagues across different functions, countries, and cultures in an international technology environment.

Interested? Apply now via our online applicant portal!
 
Please note that we are unable to hire applicants residing in countries outside our legal entity countries. Please note that IGEL does not currently have a sponsorship license and is regrettably unable to offer sponsorship.
We celebrate tolerance and diversity, and we are committed to building teams that represent a variety of backgrounds, skills and perspectives. IGEL is an equal opportunity employer and makes employment decisions on the basis of merit. We want the best available person in every job. Our policy prohibits unlawful discrimination based on color, creed, sex, religion, marital status, age, national origin or ancestry, physical or mental disability, medical condition, sexual orientation, or any other consideration made unlawful by federal, state or local laws.