Operations Manager

Mantis Robotics; Vlaams-Brabant; On-site; EUR 40,000 - 56,000; Full time

Job summary

Mantis Robotics in Leuven, Belgium, is seeking an experienced operations professional to own the operational engine of the company. You will manage contracts, procurement, budgets, invoices, and the workflows that keep three continents moving.

You’ll coordinate the movement of hardware and support sales, ensuring smooth cross-border processes that let engineers and the team move fast. As a high-ownership operator, you’ll build simple systems, negotiate with vendors, and keep documentation

Qualifications

• 2+ years in office management or operations
• Experience with suppliers and handling high-stakes processes
• Exposure to contract administration and invoicing
• Experience with international shipments and customs
• Familiarity with Belgian HR/payroll is a plus

Responsibilities

• Own company operations: contracts, documentation, purchasing, budgets, invoices, and key admin workflows.
• Move hardware across BE, US, and TW, including customs, Incoterms, and freight partners.
• Enable customers & sales: support quotes, customer visits, and operational follow-through.
• Run the workplace: manage facilities, assets, and employee operations.
• Negotiate & optimize: manage vendors, improve terms, and find ways to reduce cost and friction.
• Build better systems: spot recurring problems and create simple processes that make Mantis faster.
• Support legal: Manage the NDA and contract process: prepare drafts from templates, route them for legal review, coordinate signatures, and keep track of versions and renewals.
• Provide structure: Keep company documentation organized, current, and easy to find.

Skills

Office management

Contracts & invoicing

International logistics

Vendor management

Process improvement

Cross-functional collaboration

Spreadsheet literacy

Tools

ERP systems

CRM tools

Job description

Leuven / Belgium · Operations · Full-time

About Mantis Robotics

Mantis Robotics builds systems that work safely alongside people, to make robotic automation accessible to anyone. We are a deep-tech hardware company scaling across Belgium, the US, and Taiwan: robots crossing borders, customers visiting our lab, deals to close and contracts to sign. Operations is what makes all of that run.

The role

You'll be the operator who makes Mantis run as we scale. You own the operational engine of the company: the processes behind contracts and purchasing, budgets and invoices, moving hardware across three continents, supporting sales and customers, and running the workplace. Everything that lets our engineers and sales team move fast.

What you'll own

• Own company operations: contracts, documentation, purchasing, budgets, invoices, and key admin workflows.
• Move hardware: coordinate robots, parts, and equipment across BE, US, and TW, including customs, Incoterms, and freight partners.
• Enable customers & sales: support quotes, customer visits, and operational follow-through.
• Run the workplace: manage facilities, assets, and employee operations.
• Negotiate & optimize: manage vendors, improve terms, and find ways to reduce cost and friction.
• Build better systems: spot recurring problems and create simple processes that make Mantis faster.
• Support legal: Manage the NDA and contract process: prepare drafts from templates, route them for legal review, coordinate signatures, and keep track of versions and renewals.
• Provide structure: Keep company documentation organized, current, and easy to find.

What we're looking for

• A high-ownership operator who gets things done without being asked twice.
• Highly organized, resourceful, and comfortable with ambiguity.
• Strong communicator who can work across engineering, sales, finance, suppliers, and customers.
• Someone who sees a process issue and thinks: “I can fix this.”
• Startup, hardware, international logistics, or supply-chain experience is a plus.
• Handy with office tools and spreadsheets; quick to learn new systems.
• Attention to detail: a missing signature or a wrong customs code matter.
• Perseverance and commitment to closing things out, on time.

Which experience is needed?

• 2+ years in office management, operations, administration, or a similar role. Being organized and reliable matters more than seniority.
• You've carried responsibility, dealt with suppliers, and stay calm when things go sideways.
• Exposure to contract administration, invoicing, or accounting workflows.
• Experience with international shipments, customs documents, or freight forwarders is a strong plus.
• Familiarity with Belgian HR and payroll practicalities is a plus.

Why join Mantis

• Be the person who makes a fast-growing robotics company run smoothly.
• Real variety: from customs to contracts, no two days are the same.
• Ownership and direct impact in a small, international team.
• Contribute to the future of the entire robotics industry.