Office Manager with German

QualityMinds; United States; Remote; USD 112,000 - 156,000; Full time

Benefits offered by this job

Fully remote work

Warsaw office option

Private medical care

Internal and external training

Certification opportunities

English/German language lessons

Job summary

QualityMinds is seeking an experienced Office Manager to ensure smooth daily operations, coordinating administrative, HR, marketing, and finance tasks. You will manage invoices, timesheets, and supplier relations, while organizing meetings and events and maintaining a professional company image in German.

This role offers either a standard employment contract (UoP) or B2B, with fully remote work or Warsaw office presence, plus training and language programs.

Qualifications

• Minimum 3 years in an Office Manager/Administrative role.
• German language at C1 level; all work is conducted in German.
• English at B2 level or higher.
• Experience coordinating administrative and office processes with external suppliers or partners.
• Practical knowledge of basic finance: invoices, registers, timesheets, payments, cost control.
• Very good working knowledge of MS Office and office tools.
• Strong organizational skills, reliability, and a systematic approach to work.
• Independence, proactivity, and ability to prioritize tasks in a dynamic environment.
• Higher education degree.

Responsibilities

• Ensure smooth day-to-day office operations.
• Support administrative, HR, marketing, and finance-related processes.
• Coordinate documentation flows with suppliers and partners.
• Manage invoices, registers, timesheets, payments, and cost control.
• Organize meetings and company events.
• Maintain a positive company image and professional German communication.
• Support management and internal teams in daily business operations.

Skills

German language (C1)

English language (B2)

Strong organizational skills

Proactive and independent

Education

Higher education degree

Tools

MS Office

Job description

At QualityMinds, we specialize in software quality assurance, development, and DevOps services. With an experienced team, we deliver innovative solutions, working with both large and medium-sized companies. Our portfolio includes test automation, performance testing, development services, and DevOps support. We are actively involved in the tech community, organizing lectures and training sessions. The Polish branch consists of a team of around 60 specialists working on domestic and international projects. Our greatest strength and value are our people. For us, work is about partnership and trust. We believe that a supportive environment and a sense of ownership lead to better outcomes.

About the role

As an Office Manager, you will be responsible for ensuring the smooth day-to-day functioning of the office and supporting key administrative, operational, HR, marketing, and finance-related processes. This includes coordinating internal procedures and documentation, working with external suppliers and accounting/HR partners, managing sales invoices, registers, timesheets, payments, cost control, and business travel arrangements, as well as supporting management and internal teams in daily business operations. You will also help optimize administrative processes, organize meetings and events, and contribute to maintaining a positive company image. The entire scope of work is carried out in German, so confident professional communication in German is essential.

Requirements

• Minimum 3 years of experience in a similar Office Manager, Administrative Coordinator, or Operations Support role
• German language s kills at C1 level, allowing you to communicate confidently in a professional environment, as all work is conducted in German
• English language skills at B2 level or higher
• Experience in coordinating administrative and office processes, documentation flow, and cooperation with external suppliers or business partners
• Practical knowledge of basic finance and administrative processes, including invoices, registers, timesheets, payments, and cost control
• Very good working knowledge of MS Office and general office tools
• Strong organizational skills, attention to detail, reliability, and a systematic approach to work
• Independence, proactivity, and the ability to prioritize tasks in a dynamic environment
• Higher education degree

We offer

• Fully remote work or the possibility to work from our Warsaw office
• Choice of cooperation model: employment contract (UoP) or B2B contract
• Private medical care (Lux Med or PZU Zdrowie)
• Internal and external training
• Certification opportunities
• English/German language lessons with native speakers

The availability and terms of selected benefits may vary depending on the chosen form of cooperation.

Compensation range

Employment contract: 10 000 - 14 000 PLN gross