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

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.