Office & People Operations Coordinator

About this role:

Join our team in Gilching, near Munich, where we develop the technology behind Nova’s drone shows. We bring a start-up spirit to the work, with room to take initiative, own projects, and improve how we work.

As our Office & People Operation Coordinator, you’ll be the go-to person for the Gilching office. You’ll work independently to keep the office running smoothly, from coordinating with vendors and the landlord to welcoming visitors and helping new hires get settled. You’ll also handle preparatory accounting, including invoices and expense claims, and serve as the local point of contact for our U.S. People and Accounting teams and our external accounting partners in Germany.

If you enjoy a hands-on role where you can anticipate what the team needs, follow through on the details, and make everyday processes easier, we’d love to hear from you.

As an Office & People Operations Coordinator, you’ll be responsible for: 

• Run day-to-day office operations, manage supplies and inventory, welcome visitors, and serve as the main point of contact for vendors, the landlord, and office-related questions.
• Review, process, and organize invoices, travel expenses, and employee expense claims.
• Coordinate with our local external accounting partners and U.S. Accounting team to share records and resolve questions.
• Coordinate new hire onboarding, prepare employment and onboarding documents using established templates, and compile and submit monthly payroll inputs in partnership with the People team.
• Take ownership of administrative projects and support local leadership with day-to-day requests.
• Improve office, People, and accounting workflows so recurring tasks are easier to manage and track.

You’ll need to have: 

• 3+ years of experience in office operations, HR coordination, business administration, or a similar role.
• Hands-on experience reviewing and organizing invoices, processing expense claims, or supporting other preparatory accounting tasks.
• Fluency in German and strong written and spoken English to work with local partners and U.S.-based colleagues.
• Ability to manage competing priorities and follow through independently on requests from multiple teams.
• Strong attention to detail and discretion when handling employee and financial information.

It’s a plus if you have:

• Experience coordinating employee onboarding, preparing HR documentation, or gathering payroll inputs in Germany.
• Experience working with external accountants, tax advisors, or teams across time zones.
• A habit of spotting what needs attention early and finding practical ways to improve how the team works.

Why This Role Is Unique

You’ll work onsite with a small, hands-on team building the technology behind drone shows around the world. You’ll have the autonomy to shape how the Gilching office runs and make the day-to-day experience better for the people who work there.