Office Coordinator (m/f/d)

Exolaunch; Berlin; Vor Ort; EUR 40.000 - 54.000; Vollzeit

Benefits dieser Stelle

Lunch subsidies

Mobility subsidies

International work environment

In-house fitness studio

Drinks, snacks & fruit

Zusammenfassung

Exolaunch, based at Potsdamer Platz in Berlin, seeks an Office Coordinator to keep the HQ running smoothly and support the JFH office as needed. The role emphasizes proactive office management, guest reception, and internal process improvements.

You will manage day-to-day operations, coordinate meetings and travel, and handle communications with facilities and service providers. A strong German/English skill set and prior office experience are essential.

Qualifikationen

• German and English language proficiency required.
• Minimum three years of relevant office administration experience.
• Experience with modern digital tools (Google Workspace, Slack).
• Ability to prioritise and manage multiple tasks independently.
• Proactive, hands-on working style with attention to processes.
• Interest in AI tools to improve workflows.

Aufgaben

• Be the first point of contact for visitors and calls and ensure HQ Berlin runs smoothly.
• Manage day-to-day office operations including inventory and coordination with service providers.
• Organise appointments, meetings, events, travel, and internal projects.
• Provide backup support for JFH location and coordinate cross-location topics.
• Handle communications with facility management, building security, providers, and landlords.
• Assist with cost tracking, invoices, and internal systems.

Kenntnisse

German language

English language

Organisational skills

Proactive working style

Multitasking

Problem solving

Communication

AI tools familiarity

Ausbildung

Business-related degree or commercial training

Tools

Google Workspace

Slack

Jobbeschreibung

Introduction

Curious about the space sector and excited to support a team working on real launch missions?

Then Exolaunch might be the perfect place for you.

Exolaunch is a global leader in launch mission management, satellite integration and satellite deployment technologies. With a decade of flight heritage and over 830 satellites launched across 48 missions to date, Exolaunch leverages industry insight to tailor turnkey solutions that meet customer needs and respond to market trends. The company fulfills launch contracts for industry leaders, the world's most innovative startups, research institutions, government organizations, and international space agencies.

To support our Berlin headquarters at Potsdamer Platz, we’re looking for a full-time Office Coordinator (m/f/d)who enjoys keeping an office running smoothly, creating a welcoming environment, and proactively spotting what needs to be done. The role will primarily be based at Potsdamer Platz, while also providing backup support and cross-location coordination for our JFH office at Lise-Meitner-Straße when needed.

This is a hands-on, office-based role for someone who enjoys variety, takes ownership without waiting to be assigned every task, and likes continuously improving the workplace for the people around them. Daily on-site presence during our core office hours is an important part of the position. If you’re organised, proactive, and enjoy being the go-to person across a dynamic workplace, we’d be happy to meet you.

Your mission

You will be the first point of contact for visitors and phone calls and help ensure that our HQ Berlin office runs smoothly every day. Your responsibilities include:

• Managing and continuously improving day-to-day office operations, including inventory, supplies, and coordination with external service providers
• Proactively identifying what could be improved in the office environment and taking ownership of implementing practical solutions
• Organising appointments, meetings, internal events, and business travel, and supporting ad-hoc internal projects
• Acting as an all-round office helper: preparing refreshments, resetting meeting rooms, maintaining kitchen and common areas, and proactively taking care of anything that needs doing
• Providing backup support for our JFH location when needed and coordinating office-related topics across both Berlin locations
• Completing small errands and on-demand purchases such as fruit, pastries, or office essentials
• Handling communication with facility management, building security, service providers, and landlords
• Supporting preparatory accounting tasks such as cost tracking, invoice processing, and maintaining internal systems
• Planning and coordinating minor maintenance and repair work and following up to ensure tasks are completed properly
• Researching, comparing, and coordinating providers and services to improve office efficiency and quality
• Managing office-related administrative obligations such as rent, insurance, contracts, and other recurring matters
• Preparing information, overviews, and analyses to support operational and strategic decisions

Your profile

• Completed commercial training, a degree in business, or an equivalent qualification
• At least three years of relevant professional experience, ideally in office administration, executive assistance, office management, operations, or a similar role
• Excellent German and good English skills, both written and spoken
• Confident working with modern digital tools, includingGoogle Workspace and Slack, and comfortable learning new systems quickly
• Good practicalAI skillsand an interest in using AI tools to work faster, research information, structure tasks, and improve everyday processes
• Strong organisational skills and the ability to independently prioritise and manage multiple tasks
• A proactive and hands-on working style — you notice what needs to be done and are comfortable getting started without waiting for detailed instructions
• A solution-oriented mindset and genuine interest in improving processes and the office environment
• Reliable, resilient, flexible, and comfortable working in a dynamic international environment

Why us?

We offer you:

• Competitive compensation tailored to your experience and responsibilities
• Subsidies for lunch, mobility, and special occasions, depending on eligibility
• A friendly, collaborative, and international working environment
• A state-of-the-art office in the heart of Berlin at Potsdamer Platz
• Access to an in-house fitness studio at the HQ
• All necessary IT equipment and office tools to perform your role effectively
• Complimentary drinks, snacks, and fresh fruit, plus a well-equipped office environment
• Regular team gatherings, celebrations, and internal events

Travel Expectations

Location Requirement

Contact Information