Operations And Administrative Coordinator

You’re resourceful, detail-obsessed, and thrive in a fast-paced environment. You love structure, but you’re also flexible when things shift—and they will. You know how to prioritize, communicate clearly, and take full ownership of tasks. AI tools like ChatGPT? You’re either already using them—or ready to learn fast.

You don’t need micromanagement. You love improving systems, spotting gaps before they become problems, and making sure nothing slips through the cracks. You’re looking for a role where you can grow alongside a business, not just clock in and out.

If you’re looking for a boring, repetitive role, this isn’t for you.

But if you're excited about the idea of learning how to run and grow a digital agency, launch products, manage a high-performing international team, and take part in building lead generation, marketing, recruitment, and HR processes from the ground up—then keep reading.

This is a rare opportunity to work directly with the founder of a growing company, see the inner workings of a lean and modern business, and make a real impact every day.

💼 What You’ll Be Doing:

🔹 Team & Operations Coordination

• Support day-to-day team coordination and task management
• Track deadlines, ensure accountability, and streamline internal workflows
• Organize team meetings, documentation, and internal communications

🔹 Recruitment & HR

• Assist with job postings, candidate screening, and interview scheduling
• Organize onboarding processes and maintain hiring documentation
• Keep recruitment pipelines clear and effective

🔹 Lead Generation Support

• Manage Waalaxy and Apollo outreach campaigns
• Monitor campaign performance and manage follow-ups
• Keep CRM systems clean and up to date

🔹 Inbox, Calendar & Communication

• Monitor and organize communication channels (email, LinkedIn)
• Draft and respond to messages, and manage scheduling
• Keep calendars aligned, optimized, and conflict-free

🔹 LinkedIn & Social Media

• Manage LinkedIn engagement and outreach using Sales Navigator
• Schedule and publish content (3x per week)
• Maintain a sharp and consistent online presence

🔹 Website & Systems Oversight

• Monitor website and form functionality regularly
• Flag bugs, troubleshoot light technical issues, and liaise with the dev team

🔹 Finance & Admin

• Organize invoices and track basic financial documentation
• Coordinate with our finance manager on document submissions

🔹 Executive Support to CEO

• Book personal appointments (travel, health, etc.)
• Manage light research and personal task coordination
• Support planning of personal projects and events

🌟 What We Expect From You:

• ✅ 1+ years of experience in an administrative or operations role (or strong eagerness to learn)
• ✅ Exceptional organizational skills—you love clear systems and efficient workflows
• ✅ Comfortable with tools like Google Drive, CRMs, LinkedIn, and simple automation platforms
• ✅ Fluent in English (B2+ minimum)—German is a strong plus
• ✅ Reliable, proactive, and detail-focused—you don’t need reminders
• ✅ Curious, fast learner, and open to feedback

💡 What You’ll Get:

• ✨ Thorough onboarding and hands-on training
• ✨ Full-time role with long-term growth potential
• ✨ Flexibility and autonomy in managing your day
• ✨ A behind-the-scenes view into running a modern, AI-powered agency
• ✨ Growth opportunities across operations, HR, marketing, and lead generation
• ✨ A fun, international team that values clarity, quality, and positive energy