Office & Administrative Coordinator (Part-time) (m/w/d)

Backbone Art SA; Berlin; Hybrid; EUR 40.000 - 60.000; Vollzeit

Zusammenfassung

A leading real estate marketing company in Berlin seeks an Office & Administrative Coordinator to manage workplace operations and provide administrative support. This hybrid role combines regular on-site presence for office tasks with remote administrative work. The ideal candidate speaks fluent German and English, is organized, and demonstrates professionalism in handling sensitive information. Responsibilities include coordinating office services, preparing meetings, and supporting contract management.

Qualifikationen

• Fluent in German and English, both spoken and written.
• Strong organizational skills with attention to detail.
• Professionalism when handling sensitive information.

Aufgaben

• Coordinate day-to-day office operations and services.
• Prepare for on-site meetings, ensuring readiness.
• Support administrative tasks like contract drafting.

Kenntnisse

Fluent German

Fluent English

Organizational skills

Attention to detail

Discretion

Jobbeschreibung

Office & Administrative Coordinator

Become part of Backbone’s (BKBN) unique adventure to disrupt an industry and contribute to the evolution of the way real estate marketing is produced. We are the leading real estate marketing software company, helping thousands of professionals seamlessly order and manage high-quality visuals and marketing content.

We are looking for a reliable, hands‑on Office & Administrative Coordinator to support our Berlin team. The role sits within the Finance department and combines workplace coordination with administrative support. While some responsibilities require being in the office, part of the work can be done remotely—especially the administrative and documentation tasks.

Your Role

You will coordinate and execute a mix of office and administrative tasks, including:

• Act as the local point of contact for day‑to‑day office topics: coordinating office service providers, managing mail and supplies, keeping the workspace organized and welcoming, and ensuring everything runs smoothly;
• Prepare on‑site meetings (rooms, materials, access, and overall readiness);
• Coordinate equipment needs (ordering, inventory, handovers/returns, peripherals) and support onboarding/off‑boarding logistics;
• Support administrative tasks such as:
  • Drafting and coordinating contracts based on templates and internal guidance;
  • Maintaining and updating BKBN administrative information and documentation;
  • Liaising with German administrations on various topics, tracking items to completion and keeping paper documentation tidy and secured.

This is a hybrid role: we expect regular on‑site presence in Berlin when office‑related tasks require it (e.g., receiving deliveries, equipment handovers, preparing visits), while administrative work can be handled remotely. We align on an on‑site rhythm together based on operational needs and upcoming schedules.

Qualifications

• Fluent German and English (spoken and written); confident communicating with administrations and external stakeholders;
• Strong organizational skills, attention to detail, and reliable follow‑through;
• Discretion and professionalism when handling sensitive information (contracts/admin topics);
• Ability to work independently, prioritize across topics, and keep stakeholders informed.

Nice to have

• Experience in operations, admin, or team assistant roles;
• Familiarity with contract and document workflows and coordination with finance or admin stakeholders;
• Experience supporting onboarding in a growing team.

Start Date: February 2026

We’d be happy to hear from you—apply and let’s talk.