Office Manager

Company Description

SmartScale focuses on empowering individuals and organizations to harness the transformative potential of AI. We believe AI-first talent is defined by the ability to integrate AI into daily workflows, using it as a creative partner and efficiency driver. Our mission is to support professionals who combine strong domain expertise with automation, experimentation, and a commitment to the ethical use of AI.

At SmartScale, we enable people to reimagine how work is done and inspire others to use AI productively and responsibly—driving progress, impact, and excellence.

Role Description

For one of our customers, we are seeking a
tech-enabled Office & Event Manager
who brings structure, reliability, and a strong service mindset to a modern, AI-forward workplace.

The Office & Event Manager ensures smooth and efficient day-to-day operations of the office while creating a welcoming, well-organized environment for employees, visitors, and partners. The role manages facilities and vendors, coordinates administrative processes, supports internal events, and acts as a central point of contact for operational topics.

This position combines operational excellence with a proactive, technology-driven approach—using digital tools and AI-supported workflows to simplify processes, improve efficiency, and enhance the overall employee experience.

Key ResponsibilitiesOffice Management

• Ensure smooth daily office operations and act as the main point of contact for office-related matters
• Coordinate external vendors and service providers (e.g. facilities, cleaning, maintenance, suppliers)
• Manage office supplies, equipment, and inventory
• Maintain a clean, functional, and welcoming office environment
• Support onboarding activities, workplace changes, and internal moves
• Handle administrative tasks such as documentation, invoices, and scheduling
• Support travel coordination and visitor management where required

Event Management

• Plan, organize, and execute internal events such as team events, all-hands meetings, workshops, and celebrations
• Support external events (e.g. customer or recruiting events) as needed
• Coordinate venues, catering, logistics, and external partners
• Ensure a high-quality, professional experience for all participants
• Manage post-event follow-up, including feedback and invoicing

Technology & Process Enablement

• Use digital tools and AI-supported solutions to streamline office and event processes
• Continuously improve administrative workflows with a focus on efficiency and scalability
• Maintain accurate documentation and clear operational standards

Qualifications

• Strong communication and interpersonal skills, with the ability to collaborate effectively across teams
• Proficiency in administrative assistance and office administration, including scheduling and documentation
• Familiarity with operating and maintaining office equipment
• Experience in customer service and providing high-quality internal and external support
• Excellent organizational skills with the ability to manage multiple priorities
• Experience managing vendors, office supplies, or travel logistics
• Comfort using digital tools; interest in AI-enabled workflows is a strong plus
• Exposure to hybrid or multi-site workplace environments is an advantage

What Our Customer Offers

• A modern, forward-thinking work environment with a strong focus on technology and AI
• High ownership and autonomy in shaping office and event operations
• Collaboration with diverse, motivated teams
• The opportunity to actively contribute to employee experience and company culture
• Full time, All In, salary band € €50.000