Open Role
Office & People Operations Specialist
Munich, Germany
Keep daily operations running smoothly and help every colleague feel supported, respected, and included.
About the Role
MindOn is building general-purpose intelligence for robots. We are looking for an Office & People Operations Specialist to support our Munich office and help us build an efficient, welcoming organization where people care for one another.
You will be a trusted partner to the team: managing administrative details and coordinating local resources while proactively understanding colleagues’ needs, helping everyone focus, collaborate smoothly, and feel supported as we build the company together.
Responsibilities
- Manage day-to-day operations of our Munich office, including workspace, supplies, office equipment, and vendor coordination.
- Coordinate with property management, service providers, and local partners to resolve workplace and operational issues promptly.
- Support interview scheduling, candidate visits, new-hire onboarding, workspace preparation, and integration into the team.
- Help colleagues navigate practical matters related to working and living in Germany, coordinating with relevant institutions and professional service providers.
- Coordinate meetings, travel, team activities, and visitor reception with clear arrangements, timely communication, and reliable execution.
- Organize contracts, invoices, expense reimbursements, and administrative records, working closely with external accounting, tax, and HR service providers.
- Build and improve administrative workflows, internal guides, and information management to reduce repetitive coordination and improve team efficiency.
- Listen proactively to team needs, support everyday well-being and team connection, and help create an open, respectful, and supportive workplace.
Qualifications
- Native-level proficiency in German, with excellent spoken and written communication skills and the ability to independently handle local institutions, vendor coordination, and formal correspondence.
- Professional working proficiency in English, including everyday communication, email writing, and collaboration with an international team.
- Experience in administration, office management, people operations, HR support, or a related role, with familiarity with local office operations and administrative practices in Germany.
- A meticulous, organized approach, with the ability to coordinate multiple tasks, prioritize effectively, and follow through to completion.
- A proactive, reliable, and responsible mindset, with the ability to find solutions and independently move day-to-day matters forward.
- Strong communication skills, empathy, and a service-oriented approach; willingness to understand colleagues from different backgrounds and help build trust.
- Discretion and sound professional judgment when handling employee information, contracts, and financial records.
- Proficiency with common office and collaboration tools, and willingness to learn AI tools to improve information organization, communication, and administrative efficiency.
- A commitment to efficient collaboration, candid communication, and mutual care, with enthusiasm for helping build and grow an early-stage company.
Preferred Experience
- Experience working in a German startup, technology company, or international team.
- Familiarity with employee onboarding, recruitment coordination, and external HR service providers in Germany.
- Experience setting up or relocating an office, managing vendors, or establishing administrative processes.
- Experience helping international employees settle into work and life in Germany.
- Interest in artificial intelligence, robotics, or the technology sector.