Office Manager & Administrative Assistant

Location

Employment Type

Full-time

Location Type

On-site

Full-time office presence required

Department

Administrative Operations

Compensation

Competitive

The final compensation will depend on the level of the candidate.

About Ossinity GmbH

Ossinity GmbH is a pioneering startup at the forefront of medical AI technology, developing cutting-edge AI models for prognosis and diagnosis in medicine. With a current focus on cancer detection using MRI imaging, we're building the next generation of medical diagnostic tools that will be integrated directly into MRI systems in hospitals and clinics worldwide.

The Role

We're seeking a highly organized and proactive Office Manager to handle daily administrative operations and support our growing team as we scale our innovative medical technology company. This role combines general office management, financial administration, reception duties, and occasional executive support tasks.

What You'll Do

• Serve as the primary point of contact for all office visitors and phone inquiries
• Manage front desk operations and handle mail distribution and packages
• Coordinate office supplies, equipment maintenance, and facility management
• Maintain office organization, filing systems, and document management
• Process and organize invoices, receipts, and financial documents via DATEV system
• Coordinate payroll processing and salary payments for all employees
• Serve as primary liaison with external accounting partners and tax advisors
• Handle vendor payments and assist with monthly financial reporting
• Provide general administrative support to team members across all departments
• Occasionally assist with CEO calendar management and meeting coordination
• Support HR processes including employee onboarding and documentation
• Coordinate with legal advisors, consultants, and business partners

Key Requirements

• Completed vocational training (Ausbildung) in business administration or equivalent experience
• Minimum 2-3 years of office administration or reception experience
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills in German and English
• Professional demeanor for front desk and client interactions
• Proficiency with office software and basic financial management tools
• Reliable, self-motivated, and able to work independently
• Preferred: Experience with German accounting practices and DATEV software
• Preferred: Background in payroll processing or bookkeeping
• Preferred: Knowledge of basic HR processes and employee onboarding
• Preferred: Previous experience managing office supplies and vendor coordination

What We Offer

• Professional Development: Comprehensive training in German business operations, DATEV software, and office management
• Career Growth: Opportunity to advance and take on increased responsibilities as the company scales
• Modern Work Environment: State-of-the-art office technology and professional workspace
• Startup Experience: Dynamic environment with direct impact on company operations and growth
• Meaningful Work: Contribute to the operational foundation that enables life-saving medical AI development
• Skill Building: Develop expertise in payroll systems, accounting practices, and business administration
• Professional Network: Build relationships with accounting professionals and business partners

Location & Work Style

This is a full-time, on-site position based in our Rostock office. The role requires consistent daily presence to manage reception duties, handle confidential documents, and provide executive support. Standard German business hours with occasional flexibility needed for executive calendar requirements.

Ready To Shape

Join us as the administrative foundation that enables groundbreaking medical technology development. This role offers excellent career growth potential while contributing directly to a company that's revolutionizing healthcare through AI innovation. If you're an organized professional with strong administrative skills, office management experience, and a passion for contributing to meaningful technology development, we want to hear from you.

Ossinity GmbH is an equal opportunity employer committed to diversity and inclusion. We welcome applications from all qualified candidates regardless of background.