Studio & Project Manager at Apartamento Studios, Berlin

Apartamento Studios is seeking a highly organized and detail-oriented Studio & Project Manager to join our dynamic team in Berlin. This is a full-time position starting no later than 24 February 2025.

The ideal candidate will have proven experience in a similar role, with a background in agency work and a strong understanding of creative project management.

You will work closely with the Managing Director and Design Director providing crucial support to our team.

RESPONSIBILITIES

• Maintain internal systems, working closely with the Managing Director to uphold and improve processes, while undertaking a personal assistant role to support the Managing Director with administrative tasks, scheduling, and overall office management.
• Preparatory accounting, including transferring incoming invoices, writing outgoing invoices, sorting receipts, preparing financial overviews, and maintaining regular communication with the external accountant to ensure accurate financial reporting.
• Assist with new business correspondence, budget preparation, contract administration, and related paperwork. Support the Managing Director in identifying new opportunities and tracking project proposals.
• Keep the studio to a high standard, ensuring all office supplies are well-managed, the workspace remains organized and inviting, and that all calls, visitors, and deliveries are promptly taken care of.
• Assist with staff management, including overseeing the studio’s shared calendars, coordinating holiday schedules, and helping with day-to-day staff communication to ensure the smooth operation of the team.
• Create an inspiring atmosphere for the studio by nurturing the cultural aspects of the studio. Foster a positive, creative, and collaborative environment, planning team-building activities and ensuring the studio remains a motivating space for all employees.
• Ensure smooth day-to-day running of accounts and projects, working closely with the Design Director to keep projects on track, closely monitoring deadlines, deliverables, and client expectations.
• Report and analyze project performance, providing consistent updates on the progress of ongoing projects to key stakeholders within the company. Offer insights on project efficiency, and suggest improvements where necessary.
• Manage vendor relationships by maintaining communication with suppliers, contractors, and service providers, ensuring timely delivery of materials, services, and supplies, and managing contracts and payment schedules.
• Provide proactive problem-solving support across the studio, addressing any operational issues that arise, offering solutions to streamline workflow, and ensuring effective communication within the team.
• Assist with production and logistical aspects of creative projects, ensuring that concepts are executed efficiently and align with client expectations. Help coordinate project timelines, resources, and address any logistical challenges to support the smooth delivery of creative work from ideation through to completion.

SKILLS

• Fluent in German and English (spoken and written); Italian is a very welcome plus, enabling seamless communication with international clients and partners.
• At least 3-4 years' experience in a similar or comparable role, ideally within a creative agency, project management, or administrative support environment.
• Proficient in Microsoft 365, iWork (especially Keynote), and Google Docs, with a strong ability to create and edit presentations, documents, spreadsheets, and collaborative files across platforms.
• Working knowledge of Productive is desired but not essential; a willingness to learn and adapt to new software tools is key.
• Strong understanding of agency processes and production workflows, with hands-on experience in creative outputs such as design, advertising, and branding. Familiarity with how creative teams collaborate and manage projects from concept to delivery.
• Exceptional organizational skills, with the ability to manage multiple tasks and priorities effectively while maintaining attention to detail.
• Proactive communicator, able to engage with internal and external stakeholders confidently and professionally. Comfortable in fast-paced environments, ensuring timely delivery and client satisfaction.
• Understanding of financial management including budgeting, invoicing, and tracking expenses. Ensuring that financial processes are followed accurately, with ability to maintain confidentiality and handle sensitive information with discretion.