Office Coordinator (f/m/d) (on-site)

Your mission

Position Overview

The Office Coordinator is responsible for the coordination of Office Management, Health & Safety, Insurance Administration and operational support for the Managing Director and Finance.
The role ensures efficient day-to-day office operations, coordinates external service providers, maintains operational documentation, supports legal and insurance administration, and contributes to the smooth execution of administrative and finance-related processes.
Acting as a cross-functional interface between internal departments and external partners, the Office Coordinator helps ensure operational continuity, compliance and organizational efficiency.

The position is allocated across the following cost centers:

• Office Management & Operations: 50%
• Finance Support: 30%
• Legal & Contract Administration: 10%
• Managing Director Support: 10%

Duties & Responsibilities:

1. Finance Support (30%)

• Support invoice verification, processing and payment preparation
• Manage the finance@ mailbox and ensure timely handling of incoming finance-related correspondence
• Review all incoming supplier invoices, verify completeness, and upload invoices into the company's invoice approval workflow system
• Monitor and coordinate the invoice approval process and follow up on pending approvals with the responsible stakeholders
• Prepare supporting documentation for accounting and monthly closing activities
• Maintain financial documentation and filing structures
• Monitor open receivables and coordinate follow-up activities
• Coordinate debt collection cases together with external legal counsel
• Prepare legal documentation required for receivable recovery
• Communicate with customers, external lawyers and collection agencies regarding outstanding receivables
• Support contract administration and documentation
• Prepare documents for audits and external advisors
• Maintain supplier and customer master data
• Support process improvements within Finance

1. Office Management & Operations (50%)

• Coordinate all day-to-day office operations
• Manage the info@ mailbox.
• Ensure office facilities are maintained and operational
• Coordinate office suppliers and external service providers
• Manage office supply procurement
• Coordinate maintenance and repair activities
• Coordinate facility-related projects
• Support workplace organization and office improvements
• Coordinate company insurances and insurance claims
• Maintain insurance documentation and contracts
• Coordinate Health & Safety activities
• Maintain H&S documentation
• Coordinate mandatory inspections
• Support travel coordination and administration
• Maintain operational contracts and documentation
• Support onboarding logistics for new employees
• Coordinate company assets assigned to employees
• Support organization of company events and internal meetings
• Act as central contact for external service providers
• Coordinate administrative projects assigned by the Managing Director
• Continuously identify opportunities to improve operational processes

3. Legal & Contract Administration (10%)

• Coordinate communication with external legal counsel
• Prepare documentation required for legal proceedings
• Maintain legal documentation and contract archives
• Coordinate contract signatures and filing
• Support follow-up of contractual obligations

4. Managing Director Support (10%)

• Prepare presentations and reports
• Support preparation of management meetings
• Coordinate follow-up actions
• Prepare decision documents
• Support cross-functional administrative projects
• Assist with operational planning and coordination

Flexibility Clause:
This Job Description outlines the principal duties and responsibilities of the position. It is not intended to be an exhaustive list of all tasks. The employee may be required to undertake other duties, commensurate with the level and nature of the role, as reasonably requested by the Managing Director to meet business needs.

Your profile

Qualification (education and work experience):

Education

• Completed commercial or administrative training or comparable qualification
• Additional knowledge in Finance, Accounting, or Operations is an advantage

Experience

• 3+ years of experience in Office Management, Administration or Business Operations
• Experience supporting Finance or Accounting processes is highly desirable

Skills & Competencies

• Very good German and English (written and spoken)
• Strong MS 365 skills (incl. Excel, Word, Outlook, PowerPoint)
• Basic understanding of financial processes and documentation
• Structured and detail-oriented working style
• Strong organizational and coordination skills
• Discretion in handling sensitive data
• Openness to digital tools and AI-supported systems to improve efficiency
• Proactive mindset and willingness to take ownership within defined scope
• Ability to prioritize multiple tasks
• High level of ownership
• Strong problem-solving skills
• Ability to work independently
• Service-oriented mindset
• Experience working in an international environment

About us

aap Joints is a medical device manufacturer from Berlin with focus on the orthopedic market and a versatile hip and knee implant portfolio. With a team of experts in our field, we deliver value to surgeons and ensure fit solutions are available to patients across the world to enhance their lives and mobility.

For our expansion we are now looking for multible roles based in Berlin and in the field to assist with the growth of our business.

A little insight to what is it like to work for us?

We approach every challenge with a can do attitude, solutions not problems are the key to success. We value efficiency in our approaches keeping our processes lean and agile in order to respond quickly. We value diversity, not only do we have a team of various nationalities, we all have unique sets of experiences, skills, knowledge and personalities and we use those differences to learn from each other and appreciate different views and opinions to then agree on common goals. Our success is measured on the results we achieve and teamwork is a central part of achieving the results.

Apply to one of our open positions and come see for yourself.