Application Guide

How to Apply for Office Manager (f/m/x) - (On-Site)

at refurbed

🏢 About refurbed

refurbed is an Austrian tech company with a mission-driven approach, focusing exclusively on selling high-quality refurbished electronics to reduce e-waste and promote sustainability. Unlike typical retailers, they combine environmental consciousness with tech innovation, offering certified products with warranties. Working here means contributing directly to circular economy solutions while being part of a growing international team.

About This Role

This Office Manager role is pivotal in supporting refurbed's dual-office operations in Vienna and Berlin, ensuring smooth daily functions while coordinating key events like Office Weeks and Seller Days. The position goes beyond traditional office management by requiring innovative problem-solving to enhance efficiency across locations. Your work directly enables the company's mission by creating organized, productive environments where teams can focus on expanding eco-friendly tech access.

💡 A Day in the Life

A typical day might start with managing the Vienna front desk, handling mail and vendor deliveries, while coordinating virtually with Berlin office needs. You could spend midday planning logistics for an upcoming Office Week, negotiating with suppliers, and organizing workspace setups. The afternoon might involve supporting an on-site event like a Seller Day, followed by reviewing office processes to propose efficiency improvements.

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🎯 Who refurbed Is Looking For

  • Has 1.5+ years in administrative roles with hands-on experience in office management or event coordination, preferably in a tech or startup environment
  • Possesses a Business Administration background or equivalent practical knowledge of office systems, vendor management, and budget tracking
  • Is bilingual in German and English with proven ability to juggle front-desk duties, logistics for multi-city events, and process improvement projects simultaneously
  • Demonstrates a proactive, solution-oriented mindset with examples of implementing cost-saving or efficiency-boosting initiatives in previous roles

📝 Tips for Applying to refurbed

1

Highlight specific experience managing multi-location or virtual office setups, as this role supports both Vienna and Berlin operations

2

Quantify achievements in previous administrative roles (e.g., 'reduced office supply costs by X%' or 'coordinated Y events with Z attendees') to stand out

3

Emphasize any sustainability-related experience or passion, aligning with refurbed's eco-friendly mission

4

Tailor your resume to include keywords from the job description like 'Office Weeks,' 'vendor management,' 'logistical support,' and 'process improvement'

5

If you lack a Business Administration degree, detail relevant work experience that covers office management fundamentals and event planning procedures

✉️ What to Emphasize in Your Cover Letter

['Explain how your administrative background prepares you to handle the dual-office setup and event logistics like Office Weeks', 'Share a brief example of an efficiency improvement or cost-saving initiative you implemented in a previous role', "Express genuine interest in refurbed's mission of reducing e-waste through refurbished tech", 'Mention your fluency in German and English and how it enables you to support operations in Austria and potentially Berlin']

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🔍 Research Before Applying

To stand out, make sure you've researched:

  • → Explore refurbed's product range and certification process to understand their quality standards and sustainability claims
  • → Learn about their company culture and growth by checking their blog, social media, or news articles about expansion into Berlin
  • → Review information about Office Weeks or similar events they may have hosted to grasp the scale and expectations
  • → Understand the refurbished tech market in Austria/Germany and refurbed's position compared to competitors

💬 Prepare for These Interview Topics

Based on this role, you may be asked about:

1 Describe your approach to managing office operations across two locations (Vienna and virtual Berlin office)
2 How would you plan and execute one of the three annual Office Weeks, considering budget, logistics, and vendor relationships?
3 Share an example of when you proposed and implemented an innovative solution to improve office efficiency or reduce costs
4 How do you prioritize tasks when handling front-desk duties, event coordination, and process improvement projects simultaneously?
5 Why are you interested in working for a company like refurbed, and how does your experience align with our eco-friendly mission?
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⚠️ Common Mistakes to Avoid

  • Submitting a generic application without addressing the dual-office (Vienna/Berlin) or event coordination aspects
  • Overlooking the language requirement by not highlighting fluency in both German and English
  • Failing to provide concrete examples of organizational skills, process improvements, or event management in past roles

📅 Application Timeline

This position is open until filled. However, we recommend applying as soon as possible as roles at mission-driven organizations tend to fill quickly.

Typical hiring timeline:

1

Application Review

1-2 weeks

2

Initial Screening

Phone call or written assessment

3

Interviews

1-2 rounds, usually virtual

✓

Offer

Congratulations!

Ready to Apply?

Good luck with your application to refurbed!

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