Position Overview

The Office Coordinator is responsible for the coordination of Office Management, Health & Safety, Insurance Administration and operational support for the Managing Director and Finance. The role ensures efficient day-to-day office operations, coordinates external service providers, maintains operational documentation, supports legal and insurance administration, and contributes to the smooth execution of administrative and finance-related processes. Acting as a cross-functional interface between internal departments and external partners, the Office Coordinator helps ensure operational continuity, compliance and organizational efficiency.

The position is allocated across the following cost centers:

Office Management & Operations: 50%
Finance Support: 30%
Legal & Contract Administration: 10%
Managing Director Support: 10%

Duties & Responsibilities

Finance Support (30%)
Support invoice verification, processing and payment preparation
Manage the finance@ mailbox and ensure timely handling of incoming finance-related correspondence
Review all incoming supplier invoices, verify completeness, and upload invoices into the company's invoice approval workflow system
Monitor and coordinate the invoice approval process and follow up on pending approvals with the responsible stakeholders
Prepare supporting documentation for accounting and monthly closing activities
Maintain financial documentation and filing structures
Monitor open receivables and coordinate follow-up activities
Coordinate debt collection cases together with external legal counsel
Prepare legal documentation required for receivable recovery
Communicate with customers, external lawyers and collection agencies regarding outstanding receivables
Support contract administration and documentation
Prepare documents for audits and external advisors
Maintain supplier and customer master data
Support process improvements within Finance
Office Management & Operations (50%)
Coordinate all day-to-day office operations
Manage the info@ mailbox.
Ensure office facilities are maintained and operational
Coordinate office suppliers and external service providers
Manage office supply procurement
Coordinate maintenance and repair activities
Coordinate facility-related projects
Support workplace organization and office improvements
Coordinate company insurances and insurance claims
Maintain insurance documentation and contracts
Coordinate Health & Safety activities
Maintain H&S documentation
Coordinate mandatory inspections
Support travel coordination and administration
Maintain operational contracts and documentation
Support onboarding logistics for new employees
Coordinate company assets assigned to employeesSupport organization of company events and internal meetings
Act as central contact for external service providers
Coordinate administrative projects assigned by the Managing Director
Continuously identify opportunities to improve operational processes

3. Legal & Contract Administration (10%)

Coordinate communication with external legal counsel
Prepare documentation required for legal proceedings
Maintain legal documentation and contract archives
Coordinate contract signatures and filing
Support follow-up of contractual obligations

4. Managing Director Support (10%)

Prepare presentations and reports
Support preparation of management meetings
Coordinate follow-up actions
Prepare decision documents
Support cross-functional administrative projects
Assist with operational planning and coordination

Flexibility Clause

This Job Description outlines the principal duties and responsibilities of the position. It is not intended to be an exhaustive list of all tasks. The employee may be required to undertake other duties, commensurate with the level and nature of the role, as reasonably requested by the Managing Director to meet business needs.

Your profile

Qualification (education and work experience)

Completed commercial or administrative training or comparable qualification
Additional knowledge in Finance, Accounting, or Operations is an advantage

Experience

3+ years of experience in Office Management, Administration or Business Operations
Experience supporting Finance or Accounting processes is highly desirable

Skills & Competencies

Very good German and English (written and spoken)
Strong MS 365 skills (incl. Excel, Word, Outlook, PowerPoint)
Basic understanding of financial processes and documentation
Structured and detail-oriented working style
Strong organizational and coordination skills
Discretion in handling sensitive data
Openness to digital tools and AI-supported systems to improve efficiency
Proactive mindset and willingness to take ownership within defined scope
Ability to prioritize multiple tasks
High level of ownership
Strong problem-solving skills
Ability to work independently
Service-oriented mindset
Experience working in an international environment

About Us

aap Joints is a medical device manufacturer from Berlin with focus on the orthopedic market and a versatile hip and knee implant portfolio. With a team of experts in our field, we deliver value to surgeons and ensure fit solutions are available to patients across the world to enhance their lives and mobility.

For our expansion we are now looking for multible roles based in Berlin and in the field to assist with the growth of our business.

A little insight to what is it like to work for us?

We approach every challenge with a can do attitude, solutions not problems are the key to success. We value efficiency in our approaches keeping our processes lean and agile in order to respond quickly. We value diversity, not only do we have a team of various nationalities, we all have unique sets of experiences, skills, knowledge and personalities and we use those differences to learn from each other and appreciate different views and opinions to then agree on common goals. Our success is measured on the results we achieve and teamwork is a central part of achieving the results.

Apply to one of our open positions and come see for yourself.

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aap Joints GmbH