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About the Role

This role is a key support position within a robotics startup, focusing on ensuring the smooth day-to-day operations of the office, supporting people operations, and assisting with finance and executive tasks. You will be the central point of contact for various operational aspects, from vendor management to HR administration and event coordination, contributing to the company's growth and the team's experience.

Responsibilities

Manage procurement and vendor management, including obtaining quotes, negotiating, and contracting for services like cleaning, crafts, catering, and freelancers.
Serve as the primary contact for compliance matters such as fire safety, occupational safety, and data protection, collaborating with legal counsel and external representatives.
Coordinate logistics, including materials, orders, and transportation between the office and workshop.
Act as the first point of contact for external communications, including phone, email, mail, and other inquiries.
Oversee onboarding and offboarding processes, ensuring hardware, access, workstations, and welcome setups are ready.
Manage HR administration in Personio, including contract preparation, master data, sick leave, and vacation tracking.
Support recruitment efforts, including scheduling, candidate experience, and contract preparation.
Contribute to internal communications, such as All-Hands meetings, newsletters, and team updates.
Manage calendars, travel arrangements, and meeting preparations for founders and the team.
Coordinate operational aspects of internal and external events with the Event Manager.
Review incoming invoices and receipts, preparing them for the accounting department.
Oversee travel and expense reimbursements, working closely with the Finance Manager.

Requirements

Experience in Office Management, Workplace Operations, or Executive Support, preferably in a tech or startup environment.
Ability to manage multiple tasks simultaneously and maintain an overview during busy periods.
Negotiation skills and proficiency in dealing with service providers and suppliers.
Experience with tools such as Personio, Google Workspace, and Moss.
Team player with a hands-on mentality and a drive for efficiency.
Curiosity for robotics, AI, and deep tech, with an interest in understanding innovation.
Very good written and spoken German and English language skills.
Must work on-site in Berlin daily.

Skills

Office Management
Workplace Operations
Executive Support
Procurement
Vendor Management
Compliance
Logistics Coordination
HR Administration
Recruitment Support
Internal Communications
Calendar Management
Travel Coordination
Event Coordination
Invoice Processing
Expense Reporting
Negotiation
Personio
Google Workspace
Moss
German Language
English Language

Location

Berlin

Work Type

On-site
Full-time

Experience Level

Mid-level

Benefits

Learning opportunities with a dedicated learning day and individual training budget.
Wellness facilities including a quiet room, regular office massages, and mental health workshops.
On-site gym and ping-pong area.
Paid day off for social or ecological engagement.
Flexible benefits program (Home Interior, Mobility, Health, Food, Music subscriptions).
Modern office space in the heart of Berlin with labs, creative rooms, focus zones, and a fully equipped kitchen with snacks, drinks, and coffee.

About the Company

A freshly founded, VC-backed robotics startup based in Berlin.
Developing tangible, humanoid robots and the intelligent systems behind them.
A company where deep tech meets execution, with engineers, designers, and operators collaborating to bring complex ideas into the physical world.
Focused on rapid development and turning prototypes into reality.