Operations Coordinator in München bei Orbem GmbH

Orbem is an impact-driven deep-tech startup from Munich, Germany. We develop fast, accurate, and accessible imaging solutions that provide access to otherwise unattainable sources of knowledge.

We seek to make a difference – and develop solutions to sustainably feed the world, accelerate the transition to a green economy, and transform disease detection.

Operations Coordinator (m/f/d)

As an Operations Coordinator, you will play a pivotal role in ensuring the smooth and efficient functioning of our office.

Your responsibilities will encompass critical tasks, including providing comprehensive office management support to maintain a productive and organized work environment. You will be instrumental in creating and documenting processes to streamline operations and enhance efficiency.

Your role will also manage and oversee various projects, ensuring they are completed on time, general administrative duties, such as handling correspondence, scheduling meetings, and supporting the team with day-to-day tasks.

This position requires a proactive, detail-oriented individual with excellent organizational abilities, hands-on mentality and can prioritize to optimize productivity.

Your day-to-day

Your daily tasks will include but are not limited to:

• 
  Administrative Support

  • Checking and processing all incoming and outgoing mail & parcels

  • Filing of documents

  • Assisting with accounting-related tasks & admin

  • Develop and update company policies and procedures

  • Create clear and concise “how-to” documents for office systems and processes

• Visitor Experience

  • ensuring a clutter-free and organized office space

  • extending a warm welcome to our guests

• Purchasing

  • Securing smooth office operations by ordering office requirements and managing supplier relationships

• Team Travel Assistance

  • Assist the team when they have urgent travel requests and need support

• Equipment & Facilities Management

  • Managing inbound and external communication with office landlords, technicians, and handymen

  • Oversee office equipment (printers, copiers, conference systems etc.), schedule preventative maintenance, coordinate repairs, and ensure a functional and well-maintained office environment.

Your experiences and skills

Fit to Our Values

• We own every challenge: we enjoy complexity and thrive under uncertainty.

• We strive for better: we seize any opportunity for growth and challenge the status quo. We are constantly learning and improving.

• We imagine new frontiers: we think beyond ‘doable’ and ‘reasonable’. We design a sustainable and healthy future together.

Core competencies

• Previous experience in administrative roles, as a working student or intern, with expense/travel management, event planning, and basic bookkeeping.

• Exposure to software tools like Atlassian, Miro, Slack, and GSuite.

• Fluency in English and German, both written and verbal.

• Strong planning and organizational abilities.

• You work with precision and an eye for detail.

• You thrive on new challenges, approaching them in a structured and proactive manner.

• You excel at staying organized while managing multiple tasks simultaneously.

• You effectively communicate with both internal and external stakeholders.

• You possess a high level of self-motivation.

• You enjoy helping others and fostering positive relationships with colleagues and service providers.

What makes you stand out from other candidates

• Thrives in a fast-paced environment. You're resilient and enjoy working in a startup environment.

• Appreciation for Administrative Tasks. You understand the importance of administrative tasks and are passionate about delivering high-quality work.

• Adaptable to Open Office Environments. You enjoy and are com