Office Manager & Workplace Experience (all genders)

YOUR RESPONSIBILITIES:
THE WHY
To end COPV failure in spaceflight. Precision doesn’t start at the machine. It starts the moment someone walks through the door. A clean, organised, and welcoming office is not a nice-to-have — it is the operational foundation that lets every team member and every guest focus on the mission.
 
THE WHAT
You are the architect of our Garching office. You don’t inherit a running system — you build one. From visitor journey to catering routines, flex-desk protocols to facility workflows: you design the processes, implement them, and own them.
 
You ensure:
• the office is consistently clean, stocked, and ready — every single day
• every visitor and guest has a structured, warm, and professional experience
• problems are visible and solved before they become someone else’s headache

You don’t just keep the office running. You build the place people are proud to come to.
 
Your tasks in detail and by priority:
• Build and run office operations from scratch: Design and implement all recurring processes — catering ordering, supply management, facility checks, flex-desk coordination. Document everything. Build playbooks that work without you. → High Performance: Precision at speed. Repeatable output, every day.
• Own the visitor and guest experience: Design the end-to-end visitor journey — pre-arrival communication, reception, registration, access, catering, and follow-up. Every guest leaves with a professional impression of Blackwave. → Accountability: Own the experience. No dropped balls.
• Manage rooms, flex desks, and storage reliably: Keep booking systems clean, storage inventory tracked, and service providers coordinated. Anticipate conflicts before they happen. → Accountability: Own your systems. Own your space.
• Communicate proactively with team and facility management: Raise issues early — facility defects, catering shortages, access problems. Don’t wait to be asked. Keep Stefan and the team informed without prompting. → Candor: Surface problems early. Fix them faster.
• Bring life to the office: Seasonal catering ideas, welcome rituals for new hires, small moments that make the team feel at home. This isn’t decoration — it’s culture, and it’s yours to shape. → Playfulness: Serious about the mission. Joy in the environment.

YOUR PROFILE:
• Ownership: You don’t wait to be told what needs doing. You see what’s missing, build the solution, and hold yourself accountable to the result — even when no one is watching.
• Experience: Background in office management, facility coordination, team assistant roles, or hospitality (hotel front desk, concierge, catering). Positive signal: you’ve built processes, not just followed them.
• Process builder: Proven ability to create operational workflows, checklists, or playbooks from scratch. You are energised by ambiguity and the builder phase — not just the steady state.
• Visitor & guest management: You’ve run structured visitor protocols before. You think in journeys and rituals, not just tasks. High-profile guests don’t rattle you.
• Organisation & reliability: Highly structured and dependable. You manage catering, rooms, storage, and guests in parallel without dropping the ball.
• Communication: Confident with internal team, vendors, facility management, and senior stakeholders. Direct, diplomatic, and proactive.
• On-site presence: 100% on-site in Garching, 5 days/week, min. 5–6 hrs/day. This is a hands-on role — no home office option.
• Language skills: German fluent / native (C1–C2) required. English min. B2 for guest communication and internal use.
• Nice to have: Experience with room/desk booking software, or inventory tools, and basic facility management (liaising with FM teams, health & safety basics).

WHAT WE OFFER:
• High level of autonomy & real impact: Be part of shaping our high-tech production landscape
• Flexible working hours based on mutual agreement within the part-time framework
• Startup mindset meets aerospace innovation: Flat hierarchies, fast decisions, and space for your ideas
• Choose your own benefit: Germany ticket, Egym Wellpass, or a tax-free Give Card
• Healthy & social lunch culture: Enjoy fresh meals during shared lunch breaks
• Stunning views: Wind down on our rooftop terrace with breathtaking views of the Alps in Taufkirchen or enjoy our indoor garden in Garching-Hochbrück
• Growth opportunities: Work on exciting projects and learn from inspiring people
• We live our team culture: From tech talks to team events and after-work gatherings – we celebrate success together