Office Manager m/f/d

Job Description

Office Manager m/f/d

Frankfurt

Full-Time

About us:

Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union, the United Nations and the Deutsche Bundestag.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities and inclusion.  We believe that our differences make us stronger.

About the Team:

Our Office Services team at Fragomen Frankfurt ensures smooth operations of our office while providing comprehensive administrative support to our staff. The highly organized and detail-oriented team places great value on excellent customer service and a positive atmosphere in the office.

About the role:

We are looking for a reliable and experienced Office Manager (m/f/d) to lead our team in Frankfurt. In this role, you will be able to make sure the Office Management of our practice is at a high level of performance. The position reports to one of the Partners in Frankfurt and closely collaborates with the Director Office Services Europe (based in the UK), but is also partnering with Human Resources, IT and Finance.

Other key responsibilities will include:

Client Experience & Service

• Manage the clients’ experience of visiting, calling and contacting Fragomen Germany

• Act as the main point of contact for all office services queries, delegating as required

• Ensure the office’s appearance and upkeep is always professional

• Manage Webex calls/voicemails for Germany office, including examine call stats

• Assist with arranging all office events

• Ensure office closure procedures are followed

• Work alongside the Director of Office Services Europe to manage office capacities, relocations and refurbishments

• Manage Rendezvous, the online desk booking system

• Manage all office supplies within budget

• Send/present office wide communications to ensure all staff are kept informed

Employee Safety & Wellbeing

• Manage all compliance of health & safety requirements

• Manage the onboarding and offboarding processes for staff

• Manage Germany BCP plans, security audits, TTEs alongside Director Office Services Europe

• Work alongside RBS Pillars to manage sustainability compliance and other projects

• Assist with insurance renewals and claims where needed

• Manage facilities services for office-related issues e.g. repairs & maintenance, air con/heating system

Management & Coordination of Office Services Team

• Line management responsibility for the Office Coordinators/Receptionists and PA, including recruitment, training, performance management and to ensure robust team coverage

• Implement and communicate necessary changes to the Germany offices’ administration processes

Facilities & Supplier Management & Compliance

• Prepare and manage the Office Services department budget

• Manage the relationship with Building Management teams/Landlords, raise service issues and follow up to completion

• Manage all suppliers/vendors to ensure compliance and a high level of service is being provided

• Manage office related contracts, invoices and monthly expenses report via Emburse Professional

• Manage the Germany relationship with Europe travel provider and oversee all travel bookings

Document Management & Processing

• Manage the Germany Office Services shared mailbox

• Ensure high standard of service levels and compliance for all document processing including audits

• Liaise with Shared Services team(s) regarding outsourced tasks processes

About you:

• Several years of relevant professional experience in office management and ability to work independently

• Demonstrated experience in team leadership and people management

• Fluency in both German and English for written and oral communication

• Ability to work collaboratively with colleagues and external stakeholders

• Demonstrated flexibility in adapting to changing work conditions and processes

• Driver of change, innovation and process efficiency for the office and its infrastructure in close collaboration with the team and leadership

• Highly responsible, thriving in varied and demanding work environments

• Experience in budget management and vendor contract negotiation

• Strong social skills and ability to maintain composure and professionalism under pressure

Fragomen in Frankfurt:

Our Frankfurt office is in a fantastic location in the heart of the city, easy to reach with public transport and shopping opportunities in walking distance close by. With us, you are part of a dedicated and inter-disciplinary team of more than 100 colleagues from over 30 countries. You can expect a great working environment and regular events such as Summer and Year End parties, social and cultural events and also fun activities such a company runs, our legendary Halloween party or a colourful pride event. We offer a great variety of benefits, like subsidising public transport or a fitness membership, 30 days of annual leave, a bike lease scheme, various trainings throughout the year and employee vouchers for special occasions.

We are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Strategy (RBS) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas. These focus areas include: Wellbeing, Diversity and Inclusion, Charity & Pro bono work, Social and Environmental & Sustainability. The RBS initiative offers great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities at the Firm. These range from social events and activities to regular wellbeing newsletters and diversity discussions.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status