Office Administrator, Smartly.io
Part Time, Fixed Term Contract
In office Monday–Thursday
4 days a week in office (Friedrichstr, Berlin)
AI-powered advertising platform
Be an early applicant
AI-powered advertising platform
501-1000 employees
Be an early applicant
In office Monday–Thursday
4 days a week in office (Friedrichstr, Berlin)
501-1000 employees
Company mission
To unify the full funnel of marketing and break silos between advertisers, marketers, and creatives.
Role
Who you are
- Completed commercial/business administration training or a comparable qualification
- Ideally 2–3 years of experience in office management, reception, or a similar administrative role
- Experience welcoming and supporting guests in a professional environment, including international visitors
- Experience managing vendors and external service providers
- Knowledge of office supply management, purchasing, and inventory control
- Experience monitoring budgets and tracking operational expenses
- Experience handling incoming and outgoing mail, deliveries, and general office administration
- Proficiency in Microsoft Office or Google Workspace; experience with Slack is an advantage
- Fluent German and English, both written and spoken
- Strong customer service mindset with a natural hospitality approach
- Friendly, confident, and professional demeanor
- Highly organized with the ability to work independently and manage priorities
- Hands-on attitude with the ability to coordinate multiple tasks simultaneously
- Reliable, proactive, and takes ownership of responsibilities
- Enjoys working in a collaborative and international environment
What the job involves
- To support our Office Management team, we are looking for a reliable, service-oriented Office Administrator who can independently manage the day-to-day operations of our Berlin office while acting as the primary on-site point of contact for employees, visitors, and service providers
- As our Berlin office supports both local and international teams, the successful candidate must be comfortable working in both German and English
- While English is the primary language of communication within the office, the role requires fluency in German to liaise with local vendors, building management, service providers, visitors, and authorities
- Manage the day-to-day office operations to ensure a smooth and efficient workplace
- Maintain office supplies, inventory, and equipment while coordinating orders and deliveries
- Manage vendor relationships, including food and beverage services
- Monitor office and storage inventory levels and ensure timely replenishment
- Liaise with external vendors, service providers, and building management
- Experience in planning, organizing, and delivering employee and client events
- Support office budgeting and track operational expenses
- Act as the first point of contact for employees, visitors, and vendors, creating a welcoming and professional office environment
- Welcome and support guests, ensuring a positive visitor experience
- Manage and maintain the office key inventory and access records
- Handle incoming and outgoing mail and coordinate deliveries
- Support internal meetings and the day-to-day operation of the office
- Organize internal employee events (approximately two per year)
- Support the planning and execution of customer events in collaboration with the Workplace team
- Distribute laptops and mobile phones to new employees
- Support equipment replacements and returns
- Work closely with the IT team to maintain an accurate physical and digital equipment inventory
- 30 hours per week
Our take
Smartly.io helps advertisers automate their campaigns across the largest media platforms, including Facebook, Instagram, TikTok and Pinterest. After seeing quick success following Facebook’s 2012 IPO, the company now works with over 700 brands including eBay, Uber, Ralph Lauren, Under Armour and TechStyle.
Its suite of tools automatically creates ads and videos from product images - handling budget allocation and audience targeting, as well as analysing where and when to purchase advertising. Consequently, Smartly.io has positioned itself to play a leading role in a market where brand and performance work are converging.
Smartly.io sold a majority stake to Providence Equity Partners in 2019 in a move to further its presence in the US. The company has since gone on to make several acquisitions of its own with Viralspace.ai and Ad-Lib.io. Smartly.io's ability to adapt to evolving advertising trends supports its continued growth, and its introduction of AI-powered intelligence across its platform shows it is keeping up with technology trends too.
Kirsty
Company Specialist at Welcome to the Jungle
Insights
Company
Funding (1 round)
Apr 2015
$2.9m
SERIES A
Total funding: $2.9m
Company benefits
- Generous healthcare packages and mental health services
- Career development opportunities, bonus programs and annual performance reviews
- Hybrid working model, with the option to work abroad for up to 30 days
- Company equity options program
- Paid holidays, OOO time and family leaves
Company HQ
Kluuvi, Helsinki
Leadership
Tuomo Riekki
(Co-founder, Board Member & Advisor)Initially served as CPO of the company. Also the founder of Focal and Zero, and previously founded DealMachine and Metrify.io.
Kristo Ovaska
(Co-founder & Board Member)Founder and CEO at Taito.ai. Initially served as CEO of the company. Previously founded Metrify.io, Startup Sauna, and Funrank.
Laura Desmond
(CEO)Also Founder and CEO at Eagle Vista Partners, and Operating Partner at Providence Equity Partners, as well as being a Board Member at Adobe and DoubleVerify. Former CEO of Starcom.
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