What is the Senior Office Manager | Team Assistant role about at ctrl QS?

The role is a Workplace Experience Lead who serves as the go‑to person for the team, acts as a bridge builder between people and teams, supports the CEO with administrative tasks, handles cross‑account admin topics like accounting, and ensures every person who walks into the office has a great experience.

What are the day‑to‑day responsibilities?

You’ll be the front office presence, welcome visitors, manage mail and the door; keep the office tidy and stocked; support team members’ experience and coordinate events; manage onboarding and offboarding; ensure a consistent workplace experience for in‑office and remote staff; keep technology running (screens, video calls, room setups); handle travel bookings; manage vendor relationships and contracts; provide administrative support to the CEO; jump in on cross‑account topics when needed; and explore AI tools to improve efficiency and operations.

What benefits does ctrl QS offer for this role?

ctrl QS offers work‑life wellbeing with time off for extra hours, flexible full‑time or part‑time work, and 28 days of vacation each year. The role supports a hybrid setup with a vibrant central Berlin office and the option for remote work up to 3 months per year. There is a focus on continuous learning and career growth through an internal Academy, and the team emphasizes diversity, a people‑first culture, regular team events, and opportunities to grow within a collaborative environment.

What qualifications and traits are desired for this role?

We’re looking for 5+ years of experience in office management or a similar role, a warm and outgoing personality, a hands‑on attitude, the ability to work independently, strong organizational skills, AI curiosity, and fluency in English; German is a strong plus for vendor and facilities communication.

How can I apply for the job?

Apply through the job page: https://ctrl-qs.jobs.personio.de/job/2612234#apply.

Senior Office Manager | Team Assistant (on-site in Berlin)

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Senior Office Manager | Team Assistant (all genders)

At ctrl QS, we run and evolve digital experience operations for global companies, hands on, people first and ready for AI. Behind that, there is a workplace that sets the tone for how we work together.

You take full ownership of our Berlin office and workplace experience. You create an environment that is professional, welcoming and full of positive energy. A place where things run smoothly, people feel supported, and where both team members and visitors immediately sense what ctrl QS stands for. You lead by doing, supported by a Facility Manager and an Office Management Support.

What you'll do

·       Front office. You are the face and energy of the office. You welcome visitors with confidence and warmth, create a great first impression and make people feel at ease from the moment they arrive.
·       The space. You create an environment people enjoy being in. The office is organized, well cared for and inviting. Details matter and you have an eye for them.
·       Team member experience. You are the go to person for the team. Approachable, positive and solution oriented. You bring people together through well-thought team events and moments that strengthen connection.
·       Hello and goodbye. You shape the first and last impression. New joiners feel genuinely welcomed and set up for success from day one.
·       Hybrid workplace. You ensure a consistent and high quality workplace experience, whether people are in the office or remote.
·       Tech that works. You make sure meetings run smoothly. Rooms are set up, tools work, and issues are solved quickly and calmly.
·       Travel and logistics. You organize travel with care and structure. Everything is well prepared and runs reliably.
·       Vendors and contracts. You manage partners with professionalism and clarity. Quality is high, and things simply work.
·       Administrative support. You support the CEO with important administrative topics. Structured, reliable and discreet. You create clarity and take work off their plate.
·       Team support beyond the office. You step in where needed and support the team in a pragmatic way.
·       AI in the everyday. You look for smarter ways of working. You explore AI tools and bring practical improvements into daily operations.

What success looks like

The office feels right. Professional, welcoming and full of positive energy
People enjoy coming in because the environment supports them
Your team is aligned, clear on responsibilities and works smoothly together
The CEO and leadership can fully rely on you
Visitors leave with a strong, lasting impression
You stay calm and structured, even when many things happen at once
You continuously improve how things are done

What you bring

5+ years of experience in office management, workplace or a comparable role

Confidence in interacting with senior stakeholders

A naturally positive, open and friendly personality. You enjoy being around people and creating a good atmosphere

A strong sense of ownership. You take initiative and follow things through

A structured way of working with attention to detail

Calmness and resilience. You stay composed and solution oriented under pressure

A hands on mindset. You do not wait, you act

Interest in AI and digital tools, with a practical approach to using them

Fluent English. German is a strong plus

What we offer

· Work life wellbeing. Flexible working models, time off compensation and 28 days of vacation to support a healthy balance.

· Office in central Berlin. A bright, well located office designed for collaboration and connection.

· Learning and growth. A strong learning environment with development opportunities and access to our internal Academy.

· Diverse team. Around 190 people from more than 40 nationalities, working together with a shared mindset.

· People first culture. A culture that values collaboration, respect and enjoyment at work. Regular team events, sports initiatives and company gatherings are part of how we work.

Final note

This role carries real ownership and visibility. You take over from someone who has shaped this function over many years. We are looking for someone who combines professionalism with genuine warmth and positivity. Someone who brings energy into the office, creates a sense of ease for others and builds a workplace people truly enjoy being part of.

Senior Office Manager | Team Assistant (all genders)

What you'll do

What you bring

What we offer

Want to join us?

Let's make progress happen