Office Manager, aka Chief of Vibes (m/f/d)

Focus: As Office Manager for TerraSpark HQ in Luxembourg, you are the strategic and operational heart of our working environment. With a team of 25 and growing, you own our entire office, our hospitality operations and, of course, the vibes. Internally we call this role our Chief of Vibes, and we mean it.

What you'll do:

• Own the day to day running of the Luxembourg office: safe, well maintained and welcoming.
• Act as the first point of contact for colleagues and guests.
• Run hospitality operations: kitchen, coffee, lunches, stock and everything that makes a working day feel looked after.
• Liaise with building management and coordinate vendors and service providers, managing supply budgets and stock levels.
• Handle incoming deliveries and shipments, keeping storage and workspace usable as the team grows.
• Book and coordinate team travel: flights, trains, hotels and transfers for conferences, site visits and partner meetings.
• Support accounting: invoices, receipts, expense claims and card reconciliations, tracking office spend against budget and managing supplier admin from contracts through payment.
• Organize team moments, events and celebrations, from birthdays to team sessions, offsites, all hands and workshops.
• Capture office life in photos and short video, feeding material to the comms lead.
• Support people operations: issue work contracts, keep employment documentation in order, run onboarding and offboarding in Deel, and support visa applications and relocation for international hires.
• Support new hire onboarding with desk setup, welcome packages and smooth first day logistics.

What you bring:

• Proven ability to anticipate operational bottlenecks and put preventive solutions in place.
• Strong problem solving skills, adaptable to unexpected issues and evolving workplace needs.
• A resilient, solutions oriented approach, especially in high volume or fast changing situations.
• Skilled communication and stakeholder management across employees, leadership, building management and vendors.
• A customer service mindset: you treat employees as internal customers.
• Analytical thinking to streamline processes and drive cost control.
• An eye for a good photo and a caption that sounds human.
• Fluent English (our working language) and good working French for local vendors, building management and Luxembourg admin.