Office Coordinator (mfd)

Fluence (Nasdaq: FLNC)is a global market leader delivering intelligent energy storage and optimization software for renewables and storage. Our solutions and operational services are helping to create a more resilient grid and unlock the full potential of renewable portfolios. With gigawatts of successful implementations across nearly 50 markets we are transforming the way we power our world for a more sustainable future. For more information please visit.

Job Description:

Role Summary

Fluence is seeking an Office Coordinator to support our new office location in Berlin Germany. The Office Coordinator ensures smooth day-to-day office operations. This role combines office management business support facilities coordination and local EHS support.

Key Responsibilities

Office Management

• Manage daily office operations to maintain a professional efficient and welcoming working environment.

• Oversee procurement and inventory of office supplies furniture and equipment.

• Ensure office cleanliness organization and overall appearance (look & feel).

• Serve as the first point of contact for visitors deliveries and general office inquiries.

• Support office moves space planning and desk allocation as required.

Environment Health & Safety (EHS) & Emergency Response

Provides local operational EHS support and crisis/emergency planning and coordination.

• Act as the Emergency Response contact for the office coordinating local response and communication during incidents or evacuations.

• Schedule and coordinate evacuation drills as required (often annually or semi-annually).

• Document drill performance and follow up on improvement actions.

• Support implementation of EHS local regulations policies procedures and guidelines.

• Coordinate logistics for EHS training inductions toolbox talks and emergency drills in cooperation with the tenant.

• Serve as the primary liaison with building management and emergency services during incidents.

• Ensure availability visibility and upkeep of safety environment and emergency equipment (first-aid kits AED fire extinguishers signage).

• Support environmental initiatives related to office operations (waste separation sustainability practices).

• Assist with incident reporting investigations documentation audits and inspections.

• Communicate EHS updates emergency procedures and safety reminders to office staff.

• Maintain first aider certification. Training will be arranged by the company.

• Provide initial coordination during incidents until professional responders arrive.

• Participate in EHS committees audits and EHS performance reviews.

• Support rollout of global or regional EHS programs.

Business Support

• Provide administrative and operational support to cross-functional teams.

• Coordinate internal meetings workshops client visits and office events.

• Support onboarding activities including workspace setup access badges equipment and welcome packs.

• Support invoice processing and expense approvals using Concur.

Facilities Management

• Act as the primary point of contact with the building tenant / property management for all facilities-related matters.

• Coordinate maintenance cleaning security IT support and shared-building services.

• Track follow up and resolve facility issues with service providers and tenant contacts.

• Manage access badges keys parking and shared-building protocols.

• Support monitoring of facilities-related costs and service-level agreements.

Required Qualifications & Experience

• Minimum 3 years experience in office management facilities coordination business support or administrative roles.

• Familiarity with shared-building environments EHS practices and emergency response coordination is an advantage.

• Strong organizational planning and multitasking skills.

• Ability to work independently and manage competing priorities.

• Excellent interpersonal stakeholder-management and communication skills.

• High level of discretion professionalism and attention to detail.

• Proficiency in Microsoft Office 365; experience with ERP/CRM systems (Salesforce NetSuite SAP PowerBI) and Concur is a plus.

• Fluency in local language (German) and English written and spoken.

Our Culture

At Fluence our culture is the foundation that drives our ambitious growth strategy and fuels our mission to transform the future of energy. Our core cultural pillars empower us to innovate collaborate and lead with purpose ensuring we continue to deliver unparalleled value to our customers and the world.

Unleash Voices

We believe every voice matters. We encourage openness active listening and decisive action to create a culture where everyone has the opportunity to contribute to our success. We foster an environment where diverse perspectives are heard and valued driving innovation and progress.

Customer Fluent

Our customers are at the heart of everything we do. Were committed to delivering exceptional value that exceeds expectations by understanding our customers needs and adapting swiftly to meet them. Our deep focus on customer satisfaction drives us to continuously improve and innovate.

Infinite Impact

We are committed to creating the impossible. We push boundaries to deliver sustainable game-changing solutions that shape a brighter more energy-efficient future for all. Our team is passionate about making a lasting impact that will resonate for generations to come.

All In

We are all in for growth. Our teams are relentlessly focused on identifying and seizing opportunities that propel us forward. We embrace an ownership mindset pushing ourselves and each other to accelerate progress and create lasting success.