Part time Office Coordinator

About Conductor

Conductor is the leading enterprise AEO platform. Today’s top enterprise brands use Conductor to grow authority and visibility in both AI and traditional search engines. From tracking visibility in LLMs to real-time monitoring of technical site health and scaled AI content creation, Conductor provides a single source of truth that fuels digital growth—all from one platform.

Conductor is a mission‑driven company with a commitment to innovation, customer success, and culture. For Conductor, success is improving the lives of everyone in our orbit—our customers, our customers’ customers, our employee‑owners, and our communities.

Role Overview

We are seeking a reliable and well‑organized Part‑Time Office Coordinator to support the daily operations of our office. The ideal candidate will ensure smooth office functioning, create a welcoming environment for employees and visitors, and provide essential administrative, financial, and event support. This role requires attention to detail, excellent organizational skills, and the ability to balance a wide range of responsibilities in a dynamic workplace.

Core Responsibilities

Office & Administrative Support

• Process incoming and outgoing mail and packages.
• Organize and maintain the office environment as needed.
• Welcome and assist visitors in a professional and friendly manner.
• Provide general administrative assistance to employees and management.

Employee & HR Support

• Support onboarding and offboarding processes (e.g., coordinating equipment, access, and workspace setup).
• Coordinate benefits‑related tasks (e.g., memberships, wellness perks).
• Assist with HR‑related activities and documentation as needed.

Office Services & Vendors

• Administer employee car leasing programs, ensuring proper documentation and compliance.
• Coordinate with service providers and manage small office needs (e.g., catering, supplies).
• Support TÜV compliance tasks and other office requirements.

Events & Culture

• Assist in planning and coordinating internal events, such as Spirit Day, team lunches, and celebrations.
• Provide logistical support for department off‑sites, including vendor coordination and scheduling.
• Contribute to maintaining a positive and welcoming office atmosphere.

Procurement & Finances

• Place orders for office supplies, snacks/beverages, and other resources.
• Track and process office expenses and invoices.
• Support finance with reporting and ensure expense accuracy.

Qualifications

• Strong organizational and multitasking skills.
• Friendly and professional communication style.
• Proactive, reliable, and detail‑oriented.
• Comfortable handling basic financial processes (expenses, invoices, etc).
• Proficiency with MS Office or Google Workspace tools.
• Previous administrative, reception, or office coordination experience preferred.
• Must come into the office 5 days a week from 9 am to 1 pm, Monday through Friday.
• Must be available to work overtime if needed.
• Must be at least B2 level proficiency in German.

What We Offer

• A flexible part‑time role with varied responsibilities.
• A supportive and collaborative team culture.
• Opportunities to gain experience in office operations, HR processes, and event coordination.

Conductor LLC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Bringing in diverse perspectives and challenging our assumptions is the clear key to growth; it drives innovation, creativity, faster problem‑solving, and stronger decision making. All aspects of employment including the decision to hire, promote, train, discipline, or discharge, will be based on merit, competence, performance, and business needs.

Conductor does not discriminate against any employee or applicant on the basis of race, color, ancestry, national origin, religion or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, or other characteristics protected by state or federal law or local ordinance. In addition, it is the policy of Conductor to provide reasonable accommodation to qualified employees who have protected disabilities to the extent required by applicable laws, regulations and ordinances where a particular employee works.