Operations & Office Manager

About the role

We are looking for an Operations & Office Manager who helps us keep the company running smoothly and build the operational foundations for our next stage of growth.

What you'll do

• Keep our Berlin office and day-to-day operations running smoothly, including central mailboxes, incoming mail, supplies, deliveries, external service providers, and general workplace organisation.
• Coordinate purchasing and recurring office needs, from practical consumables to ad hoc team requests, and make sure operational topics are handled quickly and reliably.
• Manage invoice, reminder, receipt, and document flows and support preparatory bookkeeping in close collaboration with our tax office and external partners.
• Support our monthly finance routines, including account checks, chasing missing receipts, and maintaining clean documentation across tools such as Commerzbank, Pleo, DATEV, and GetMyInvoices.
• Coordinate people-related administrative topics, including payroll preparation, travel expenses, benefits administration, employee documentation, and communication with our tax office.
• Organise structured onboarding and offboarding processes, including logistics, tool access, documentation, and coordination across teams.
• Document internal processes, improve how information flows through the company, and make sure the team knows where to find what they need.

What you'll need

• At least 2 years of experience in office management, operations, people operations, finance administration, executive assistance, or a similar role in a startup or fast-moving company.
• Confident in German and English. Comfortable communicating with local service providers, tax/accounting partners, public authorities, and an international team.
• Highly structured, proactive, and hands-on work style. You notice what needs to be done and move it forward.
• Confident with digital tools and experience with tools such as Notion, Slack, Google Workspace, DATEV, Pleo, GetMyInvoices, Leapsome, Probonio, or Lanes & Planes.
• Experience with preparatory bookkeeping, payroll coordination, HR administration, or operational reporting — or motivated to learn these areas quickly.
• Handle sensitive information with discretion, reliability, and good judgement.

What they offer

• Rapidly growing Voice AI startup backed by top investors including Connect Ventures, Partech, and Inovia Capital.
• Dynamic, fast-paced startup culture with passionate and collaborative colleagues.
• Full ownership of key operational areas and direct impact on how a growing 20-person company operates and scales.
• Work from our own Berlin office space and help shape a productive, welcoming workplace.
• Professional growth with a world-class team of engineers, researchers, and builders.