Operations, Office & Talent Coordinator

About the Role

We are looking for a dedicated and organized Operations & Talent Coordinator / Office Manager to be the backbone of our team's daily operations. This is a crucial on-site role that supports both our recruitment efforts and the smooth running of our Berlin office. You will be instrumental in ensuring a positive experience for our candidates and employees from day one, handling a variety of administrative and operational tasks.

Key Responsibilities

Recruitment Support:

• Review incoming CVs for key requirements and support the initial screening process.

• Manage scheduling for interviews, calls, and meetings between candidates and interviewers.

• Maintain consistent follow-up with all parties (candidates, hiring leads, interviewers) and route queries to the appropriate personnel.

• Coordinate logistical details for the recruitment process, including booking meeting rooms for in person interviews and welcoming candidates.

• Perform active sourcing of candidates based on clear, defined instructions from the Senior Recruiter.

Operation & Office Management::

• Work together with the Executive Assistant to ensure compliance of the organization to our documented regulatory requirements (e.g. data security processes and documentation applied, team trainings, purchasing and verification of services)

• Preparation and regular maintenance of business documentation needed for the organization’s certifications concerning data security, data privacy, medical and clinical quality

• Support with task execution in Business / Growth / Marketing projects

• Manage general office administration tasks, including shared responsibility for handling mail (pick-up, sorting, and send out).

• Coordinate workplace setups for new and existing employees, including desks, storage, and the handover and support for necessary hardware.

• Assist with compliance checklist reviews and maintain the general organization of the office, including ordering supplies.

• Manage the ordering and stocking of food and beverages for the office crew.

Requirements

• Years of experience: at least 2 years of experience in Recruitment, and significant experience with HR and Office Management tasks. 

• A proactive and highly organized approach to administrative tasks.

• Excellent communication and interpersonal skills, both written and verbal.

• Fluency in German is mandatory (native or C1/C2 level) to handle office communications and German-specific tasks.

• Proficiency in English.

• Comfortable working full-time and on-site in our Berlin office.

• Demonstrated ability to handle confidential information with discretion.

• Familiarity with basic office software (e.g., Google Workspace, Microsoft Office).

What We Offer

• A full-time, on-site position in our modern Berlin office.

• Competitive salary and benefits package.

• Opportunities for professional development and career growth within the HR and Operations field.

• A supportive, diverse, and collaborative team environment.

• The chance to make a real impact on the growth and success of our organization.