Office Manager

Be part of the revolution. Join the talent & operations team in one of Europe's fastest growing deep tech companies and get the opportunity to be part of our amazing journey! 🚀
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ABOUT ULTIMATE.AI 

Ultimate.ai is Europe’s leading customer service automation platform. We help businesses scale their customer service with artificial intelligence. 

Ultimate.ai helps customer service agents work faster and smarter by providing them AI tools that augment their workflows. For our enterprise clients, we significantly enhance customer experience at lower costs. For the agents, we improve job satisfaction and provide freedom to focus on what really matters: the customer.

Our technology is market leading. We are a small team - based across Helsinki and Berlin - with a big vision and are growing rapidly. We’re backed by Techstars and some of Europe's biggest name VCs. We’re proven; we’ve won major enterprise clients and are focusing heavily on our European expansion. This is an exciting opportunity to join a fast-growing startup at the get-go.

ABOUT THE ROLE

We’re looking for an Office Manager to join our Talent & Operations team based in Berlin. You will be the driving force behind our office operations; ensuring our work environment is always in-line with our culture and values. Whether it’s keeping our office fully stocked, or working to plan out processes for our long-term growth, you will be at the heart of our operations as we grow. We’re looking for someone who enjoys rolling up their sleeves to get any job done. Our perfect candidate is someone who knows the ins-and-outs of wearing many hats...as it is an inevitable but enjoyable part of this role!

Responsibilities:

  • Ensure the smooth day to day running of the office including: office and kitchen supplies, vendor relationships, liaison with the building management, and health and safety.
  • Manage company expenses, purchase invoices and general bookkeeping; working in parallel to company accountants and lawyers.  
  • Support communication, organization and general business needs as necessary.
  • Manage monthly payroll for our German team.
  • Create office events and celebrations by planning, placing orders, assisting in setup and breakdown and offering to assist as meetings arise.
  • Lead customer invoicing and proactively track outstanding payments. 

ABOUT YOU

  • 2+ years’ experience working in a related role. 
  • Fluent in English and German.
  • You are a positive, proactive, clear communicator with strong organisational skills and attention to detail.
  • You have strong IT skills and are familiar with using DATEV payroll applications. 
  • You are innovative, highly creative, and constantly looking for ways to improve our workplace and culture to align with our core values.
  • You thrive in fast-paced, rapid-growth environments, and know how to remain professional, energetic, positive and customer service-oriented throughout.

Or, know someone who would be a perfect fit? Let them know!

Berlin

Ritterstraße 12
10969 Berlin Directions

We've got you covered

  • Great Compensation

    You bring your best and so do we. We reward people for their impact on the long-term growth of the company.

  • We Trust You

    We trust you to be brilliant and empower you to achieve your goals. You own your methods, we share our results.

  • Stock Options

    If we succeed, everyone gets to share in the upside. Join our journey into a billion-dollar company and reap the rewards.

  • Personal Development

    We want to grow, together. You get €1000 per year Personal Development budget to spend on activities that help you succeed.

  • Free Snacks

    It's hard to think on an empty stomach. Our fridge stays well-stocked so you can focus on what you do best.

  • Office Dogs

    Our office dogs are endless balls of positivity. Got a break in between calls? Play fetch! Have a dog of your own? Bring it in to join the fun.

  • Great Location

    Whether its in Helsinki's Startupland or the heart of East Berlin, our offices are at the center of two of Europe's coolest cities.

  • Team Lunches

    Those who eat together stay together. Our regular team lunches are a time to wind down and get to know each other.

  • Flexible Working

    We hire great people and we trust them to own their impact. You know how you work best. Earlybird or remote worker; we let you manage your time.

  • Company Offsites

    We take having fun seriously and our company offsites are legendary. We celebrate our successes as a global team.

  • 360 Health Insurance Cover

    Your health and wellbeing is important to us. We offer extensive healthcare coverage to our team to make sure you're looked after.

  • Monday Breakfasts

    We kickstart every Monday with a team breakfast, made by one of us. We use the time to catch up and get pumped for the week ahead.

We're smart, hungry and mission-driven about changing the world. Great culture is core to that - because we believe people are more inventive when inspired, more productive when passionate and more resourceful when recognised.

We trust our people to be brilliant and empower them to own their impact. Join our team and work alongside some of the smartest people we know. 

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