HR Office Manager (part-time)

At Too Good To Go, we have an ambitious mission: to inspire and empower everyone to fight food waste together. More than ⅓ of all food produced in the world is wasted, and 10% of greenhouse gas emissions come from food waste and loss.

Our marketplace app connects businesses with surplus food, with consumers who buy it at around ⅓ of the retail value. We are a certified B-Corp, who are growing fast - with a community of 133 million registered users and 261,000 active partners across 21 countries. Having already saved 517 million meals worldwide, we now need you to help us drive further success across Australia.

We’re looking for an outstanding HR Office Manager (internal job title: Workplace Experience Coordinator) to join Too Good To Go’s team in our Vienna office.

Alongside managing our local workspace, you will also provide remote administrative and operational support to our Swiss office. This is a fantastic opportunity to collaborate across teams, streamline regional workflows, and ensure our Swiss colleagues enjoy the same seamless, organised office experience from afar. This role is a part time role.

Role Description

The Workplace Experience Coordinator plays a central role in cultivating a welcoming, functional, and inspiring environment for the entire Too Good To Go team. This position is responsible for the seamless day-to-day operations of our office, ensuring that it is a space that supports our work, reflects our values, and brings people together. 

As the central point of contact for all office-related matters, this role will ensure our workspace runs as smoothly as possible. The ideal candidate is part operations manager, part event planner, and a people person, with a keen eye for detail and a passion for creating a positive atmosphere.

N.B. Due to the nature of this role, this is a fully on-site position and remote work is not available.

Key Responsibilities

• Office & Reception Management: Take full ownership of the Too Good To Go office and reception area. This includes serving as the first point of contact for all visitors and guests, managing incoming and outgoing mail and deliveries, and ensuring the office and meeting rooms are always neat, inviting, and fully prepared for daily use.
• Operations & Budgeting: Manage daily office life by overseeing a range of administrative and financial tasks. You'll be responsible for ordering office supplies, managing weekly grocery orders, and handling all related expenses, budgets, and invoice approvals. You will provide input to CD in the forecasting process for costs such as IT and office space. You will be the point of contact to process incoming office invoices for payment, ensure proper coding and sending them for approval.
• Employee Support & Onboarding: Act as a daily resource for the team and the face of P&C in the local office. This will include coordinating lunch orders and managing parts of the employee on and off-boarding process in collaboration with the Global P&C team, which could include gathering documents for payroll, or setting up laptops.
• Gifts & Merch: You will be responsible for managing company merchandise for new joiners, including budget management and orders. You will also be responsible for any additional gifts run in market.
• Hardware & Phone management: You will be responsible for procuring, distributing and managing the inventory of all IT equipment and mobile phones. In addition, you will handle phone subscriptions for staff if required. In addition, you will be responsible for any other physical requirements of employees for the office such as access cards and keys.
• Event Planning & Engagement: Plan and execute a variety of company events and celebrations, from Shareback volunteering to larger gatherings like summer and end of year parties. This also includes organizing staff gifts to celebrate key milestones and achievements, supporting TGTG visitors to the office, and organising local and global Townhall viewings. You will also work closely with the DEI Taskforce in your market to organise any local DEI activities, and drive social activities in your market.
• Facilities & Vendor Relations: Serve as the primary contact for all office-related agreements and services. You will liaise with the landlord, maintenance, and various service providers to ensure the office facilities are well-maintained and to manage access for all staff.
• Sustainability & Process Improvement: Actively search for and implement ways to make our office more sustainable, and contribute relevant data to our global carbon reporting requirements.
• Workplace safety requirements: You will be responsible for meeting all safety and compliance requirements in the office, including coordinating training and equipment for all workplace and occupational safety requirements such as first raiders, fire safety marshalls or similar.
• Overall office management: You will manage the ongoing office contract, and work closely with the CD and global procurement for office contract renewals or any potential office moves. You will contribute to updating office guidelines for our Employee Handbook.
• Ad-hoc projects: Additionally, you will identify opportunities to improve administrative processes and take the lead on a variety of ad-hoc projects to enhance the overall workplace experience.

Knowledge Skills and Experience

• Operational Excellence: Proven experience in an office management, facilities, or similar administrative role, with a strong focus on maintaining a highly organized and efficient workspace.
• Logistics & Planning: Exceptional project and event management skills, with the ability to handle multiple tasks simultaneously while maintaining a keen attention to detail.
• Budgeting & Finance: Experience managing budgets, tracking expenses, and handling invoices with accuracy.
• Proactive & Resourceful: A natural problem-solver who can anticipate needs and find creative solutions with a can-do attitude.
• Interpersonal Skills: Excellent communication and relationship-building abilities, with a friendly and professional demeanor. You thrive on helping others and are the go-to person for all office-related queries.
• Sustainability Focus: A passion for sustainability and a desire to contribute to our mission through practical, daily actions within the office.
• Trust & Confidentiality: Exceptional discretion and integrity, with the ability to manage sensitive HR matters with the utmost confidentiality and professionalism. 
• Excellent German skills and good English Proficiency.

Reporting Line

The Workplace Experience Coordinator/Manager will report to the CD in a market.

Contract Job Description

• Manage daily office operations, including handling budgets, expenses, and invoices, and ordering all office and grocery supplies.
• Support employees and managers by acting as the local face of People & Culture, coordinating lunch orders, and managing parts of the onboarding and offboarding process.
• Plan and execute company events and celebrations, from small gatherings to large parties, and organize staff gifts.
• Drive DEI initiatives and volunteering initiatives in the office.
• Act as the primary contact for all facilities and vendor relations, liaising with landlords and service providers.
• Managing all workplace and occupational safety requirements and initiatives for the office.
• Manage company hardware and phones for all employees in the market.
• Manage the office contract and provide input on contract renewals or potential office moves.
• Lead sustainability initiatives and contribute data to global carbon reporting.
• Identify and lead ad-hoc projects to improve administrative processes and the overall workplace experience.

Our values

• We win together: Food waste is a big beast to fight. We believe in a #oneteam.
• We raise the bar: We always push for more. We work smart, smash barriers and elevate one another.
• We keep it simple: Our ambitions are bold but our solutions are simple.
• We build a legacy: We’re proud of the change we’re driving. 
• We care: We always look out for each other. Caring is also about the way we do business. We do the right thing.

What We Have To Offer

• An opportunity to work in a global social-impact company and certified B Corporation! where you can see a real and tangible impact in your role.
• To be an integral member of our defined product teams. We are eager for you to make an impact and contribute to the product scope and development; Your insights are valuable, and we are here to listen.
• Work-life balance is important to us! Focus on the job to be done, not the hours spent, there is no need for overtime. On-call duty is not part of the job, but can be additionally agreed upon should you and your manager both wish it. We believe that happy environments create happy employees. 
• We trust in our employees and encourage an autonomous environment that provides several opportunities for employees to contribute, develop and take ownership of their work in a way that works for them.
• To be part of an international company, with over 1,300+ colleagues across 21 countries that are on the same important mission.
• An informal environment, working alongside 180+ passionate people within Tech & Product
• We celebrate our differences and our successes and have a strong values-driven team culture.
• We work in a hybrid set-up and value in office work weekly.
• We may be able to support you with a working visa in Copenhagen, please be prepared to discuss this topic further as your first stage interview.

Benefits

• 6th Week of Vacation (pro-rata)
• Edenred Restaurant Voucher (ca 150,- per month --> 1.760,- per year)
• Wiener Linien Annual Card + ÖBB Vorteils Card (461€ + 71€ per year) 
• Additional pension fund payment (25,- per month --> 300,- per year)
• 12 Too Good To Go Vouchers (each 4,99 --> 60,- per year)

 How to apply

• We take recruitment very seriously, so please carefully read everything we have written above.
• Please also check our website and international media in order to get a good overview of Too Good To Go.
• Please submit your CV and/or Cover letter in English.
• Please note that we only accept applications coming through our platform. No CV or Cover Letter will be accepted by email or LinkedIn direct messaging.

 

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