Executive Operations & Back Office Manager (Freelance / Remote or Berlin-based)
Our client is an established Berlin-based B2B services company with more than a decade of experience supporting modern office environments. The business works with technology-driven companies, shared workspaces, and professional investors, delivering high-standard operational and facility-related services where precision, confidentiality, and reliability are critical.
Operating exclusively in the B2B sector, the company runs lean, structured operations and is now in a growth phase. To support this next stage, our client is looking for a highly organised professional to take ownership of their virtual office and internal operations, either from Berlin or in a fully remote setup.
This position functions as the central coordination role across clients, field teams, external partners, internal functions, and senior management, with direct reporting to the General Manager.
Key Responsibilities Operations & Back Office
* HR coordination, payroll preparation, and workforce reporting
* Management of working hours, absences, holidays, onboarding, contracts, and documentation
* Ownership of CRM and staff/client scheduling
* Coordination with clients, vendors, and the external accountant
* Pre-accountancy preparation: invoice control, payment tracking, expense categorization, and document handover
* Preparation of monthly operational and financial summaries
* Calendar and priority management for the General Manager
* Preparation of executive summaries, reports, and follow-ups
* Coordination of meetings with clients, advisors, and partners
* Organization of travel and logistics (flights, accommodation, transport)
Profile / Requirements
* Desired 3 years of experience in senior back office, operations, or executive support roles
* Experience in Germany within facility management, cleaning, or real estate is a strong advantage
* Highly structured, reliable, discreet, and able to work independently
* Strong written and verbal communication skills
* Comfortable managing multiple workflows in a remote environment
* Languages: Bulgarian & English required, German is a plus
What Our Client Offers
* Long-term cooperation with a stable workload
* Fully remote role or Berlin-based position
* Direct collaboration with senior management
* High level of responsibility, trust, and autonomy
* Opportunity to optimise operations and workflows
* Working in a nice friendly environment with forward-thinking and ambitious people
Engagement Model
* Primary option: Long-term freelance cooperation or other collaborative working contract
* Alternative option: For Berlin-based candidates, an employment contract with full statutory benefits may be offered, subject to final agreement
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