Office Manager

Alpiq is a leading Swiss electricity producer and energy services provider headquartered in Lausanne and active throughout Europe with a diverse portfolio of hydropower, nuclear power and
renewable energy sources. Over 1,300 colleagues from almost 60 nations are committed to achieve our purpose: „Together for a better climate and an improved security of supply“. In a culture
built on trust and respect, we boldly challenge ourselves to be better. We believe that it requires attitude and character, focus on people, and different ways of thinking energy.

For our Berlin headquarters located in Friedrichstraße, we are looking for an experienced Office Manager. Reporting directly into the Head of Northwest Europe (NWE), you will be ensuring the
smooth day-to-day operations of the office through effective coordination and administration, as well as assisting the Head of NWE.

Your main responsibilities

• Office Operations & Hospitality
  Ensure the smooth and professional running of daily office activities, including welcoming visitors, managing mail and deliveries, coordinating with external vendors and suppliers, and
  maintaining office supplies.

• Executive Support
  Provide high-level assistance to the Head of NWE, including calendar management, travel coordination, and other personal and professional administrative tasks.

• Employee Onboarding
  Facilitate a seamless onboarding experience for new hires by setting up workstations, introducing office tools and processes, and serving as a point of contact for initial queries.

• Event & Meeting Coordination
  Organize internal and external meetings, country visits, and events — including booking meeting rooms, preparing participant lists, and overseeing logistical arrangements.

• Fleet Management Support
  Act as the liaison for company vehicle processes — assisting employees with vehicle orders and returns, and managing communication with leasing partners.

• Invoice & Expense Handling
  Process incoming invoices by conducting initial checks and approvals, and assist with collections or follow-ups when needed.

• Marketing & PR Support
  Collaborate with the Marketing department to order, manage, and distribute branded materials and PR assets as required.

• Ad-Hoc Project Support
  Provide flexible support across departments for a variety of one-off projects and time-sensitive initiatives.

Your profile

• 5+ years of experience managing office operations in a fast-paced environment (managing budgets, office supplies, and vendor relationships, ensuring cost-effective and
  efficient operations)

• Strong organizational and multitasking skills, with the ability to juggle priorities and handle unexpected challenges with ease.

• Excellent communication and interpersonal abilities, acting as a key point of contact across teams, vendors, and leadership.

• Proficient in office software and systems, including Microsoft Office, Sharepoint, OneDrive

• A proactive, solutions-oriented mindset with a hands-on approach to problem-solving and a passion for creating a positive work environment

• Being fluent in German and English is a must