Working Student - Front & Back Office Assistance

We are Berlin Bytes. As a creative software development and consulting agency, we help businesses navigate the complexities of the digital landscape and unlock lasting value. Together with our clients we design, build, and scale innovative digital solutions & enterprise applications that deliver tangible results.

We're seeking a proactive and organized Working Student - Front & Back Office Assistance who thrives on creating a welcoming environment, supporting efficient operations, and ensuring our office facilities run seamlessly.

As a Working Student - Front & Back Office Assistance, your goal is to be the primary support for our office environment and administrative processes, ensuring a smooth, welcoming, and fully functional experience for both our team and visitors. You will drive office organization and administrative efficiency, from managing reception duties and overseeing office facilities to supporting operational tasks and contributing to a positive team atmosphere. This role demands a high degree of reliability and a proactive approach, ensuring our office runs efficiently and supports our creative software development work.

What You Will Be Doing:

• Front Office & Guest Relations: Be the first point of contact for guests and clients, creating a welcoming atmosphere and ensuring a professional representation of Berlin Bytes.
• Office Environment Management: Ensure the optimal functioning and readiness of all office spaces, including meeting rooms and workstations. This involves proactively inspecting facilities, identifying maintenance needs, and ensuring a tidy and functional workspace for the team.
• Facilities Coordination & Maintenance: Act as the primary liaison with facility managers, handymen, and other external service providers to coordinate repairs, maintenance, and improvements. Oversee the resolution of any broken equipment or infrastructure issues, ensuring timely and effective solutions.
• Meeting Room & Equipment Support: Prepare and maintain meeting rooms for daily use and specific events, ensuring all audio-visual equipment and other devices are fully operational and set up correctly. Perform basic troubleshooting for office devices.
• Administrative Support: Manage office supplies inventory, coordinate incoming/outgoing mail and deliveries, and maintain organized records for office operations.
• Team Support & Event Management: Assist with scheduling meetings, preparing meeting rooms, and supporting internal & external events or workshops.
• Operational Assistance: Support basic financial administrative tasks, such as processing invoices and managing expense reimbursements, ensuring accurate record-keeping.
• Cross-Functional Collaboration & Support: Work collaboratively with internal teams to understand their administrative and logistical needs, providing support to ensure smooth daily operations.

We Need You to Have:

To ensure a smoothly running office and support our team effectively, we seek a Working Student - Front & Back Office Assistance with strong organizational skills, a friendly demeanour, and the ability to manage multiple tasks efficiently.

Must-Have’s:

• Customer Service Orientation: Proven ability to provide excellent service and create a welcoming environment for guests and colleagues.
• Organizational Skills: Strong ability to manage administrative tasks, prioritize workload, and maintain an organized workspace.
• Communication Skills: Excellent verbal and written communication skills for interacting with internal teams, clients, and external partners (e.g., facility managers, handymen).
• Language Proficiency: Proficiency in both German (at least C1 level) and English (at least C1 level) for effective communication with our diverse client base and team.
• IT Literacy: Competence in using standard office software (e.g., Microsoft Office Suite, AI tools) and willingness to learn new tools (e.g. automation platforms, Project Management tools (Jira)).
• Proactive & Reliable: A self-starter attitude, taking initiative to solve problems and complete tasks with minimal supervision.
• Problem-Solving: Ability to handle unexpected situations calmly and find practical solutions, especially concerning office equipment and facilities.

Selected Nice-to-Have’s:

• Prior Office Experience: Previous experience in a front office, administrative, or office management support role, especially within a fast-paced environment.
• Basic Technical Aptitude: Familiarity with common office equipment and basic troubleshooting skills for AV systems, printers, etc.
• Interest in Tech/Software Industry: A genuine interest in the software development or tech industry and a desire to learn more about its operations.

What we offer:

Benefits:

• Office located directly at Backfabrik.
• Flexible working hours to accommodate studies.
• Opportunity to gain real-world experience in a dynamic software development agency.
• Company Pension scheme.

The usual perks:

• Work MacBook Pro, Double 4k Screen Setup.
• Company Day and Party once a quarter.
• Coffee/Tea & snacks and fruits.
• Team lunch and breakfast once a week.
• Dog friendly office.

Job Practical Details:

• Location: Berlin, Germany
• Commitment: Part-Time (approx. 15-20 hours/week)
• Level: Working Student
• Salary: 15-16 €/h (depends on experience)

Our Hiring Process:

Our general interview process consists of: One Introduction call, a Practical Interview/Case Study (e.g., simulating office tasks).

We're excited to meet you!

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Please note, while we do appreciate the time and effort you have invested into applying for our position, we only provide feedback to shortlisted candidates due to the sheer volume of applications. If you do not hear from us within 21 days, please assume your application has been unsuccessful on this occasion. Thank you for your understanding.