Office Operations Specialist

Description

Do you want to work on a New Class of Drones? Our product universe spans three different platforms with maximum take-off weights of up to 1000 kg and characteristic dimensions of 8 m: The hexacopter Grille for medical evacuation, the multi-role rotorcraft Wespe for logistics and support operations, as well as the fixed-wing drone Bussard for surveillance and intelligence missions. All systems are powered by RasCore, our highly redundant, military-grade avionics system for safe operations within EASA’s Specific Category. Three aircraft, one mission: to bridge the gap between small UAVs and traditional manned systems.

As our Office Operations Specialist, you are the first point of contact at Avilus and a key part of keeping our day-to-day operations running smoothly. You combine a strong service mindset with hands‑on execution, take ownership of office and facility topics, and enjoy bringing structure to a fast‑moving environment. From welcoming visitors to supporting internal teams behind the scenes, you play a central role in creating a professional, safe, and well‑organized workplace.

Tasks

• Creating a welcoming experience for all visitors and owning front‑desk and reception operations
• Keeping communication flowing by managing calls, emails, mail, courier services, and meeting room schedules
• Driving smooth daily facility operations by coordinating maintenance, resolving issues, and managing service providers
• Supporting HSE processes by coordinating safety trainings, maintaining documentation, and ensuring workplace compliance
• Bringing events to life through hands‑on support with logistics, room setup, catering, and visitor coordination
• Managing fleet and mobility tasks such as vehicle inspections, repairs, rentals, and documentation
• Handling IT hardware issuance, tracking, and coordination with the IT team for repairs and updates
• Maintaining key and access management, including key logs and documentation

Qualifications

• Degree : completed training in Office Management, Business Administration, Facility Management, or a comparable field
• Experience : Proven experience in front‑desk or office operations. First exposure to HSE, workplace safety, or compliance topics is a plus.
• Strong organizational skills and the ability to stay on top of things in a fast‑moving environment
• A service‑oriented mindset and great attention to detail
• A structured way of working and reliable documentation habits
• The ability to multitask and juggle different priorities with confidence
• Fluency in German and English, both written and spoken
• Tool‑Knowledge (mandatory) : Proficiency in Microsoft Office, Comfortable handling phone systems and professional email communication
• Required for employment: Security clearance (Ü2‑Sabotageschutz) approval (note: relationships in countries according to § 13 para. 1 no. 17 SÜG may result in a negative assessment)