Senior Office Manager

About the role

We are looking for a Senior Office Manager / Administrative Specialist who will take ownership of key administrative and operational matters in the company.

This role is for someone who naturally keeps control over open topics, follows up until things are resolved, and feels responsible for clarifying and escalating when something is unclear, incomplete or delayed.

Responsibilities

Documents and agreements

• Preparing, tracking and controlling documents and agreements

• Monitoring signatures, versions and completeness

• Following up with lawyers, counterparties and internal stakeholders

• Keeping a clear overview of what is signed, pending or blocked

Invoices and payments tracking

• Registering and tracking invoices and payment obligations

• Monitoring due dates, approvals and missing information

• Identifying inconsistencies or delays and escalating them in a timely manner

• Execution of payments is not part of the role

Follow-ups and coordination

• Chasing confirmations, signatures and responses

• Keeping matters open until they are clearly resolved

• Cooperating with external advisors (lawyers, accountants, service providers)

Operational support

• Maintaining administrative order and structure

• Acting as a reliable point of contact for administrative matters

• Keeping the founder informed about important pending or sensitive topics

What is important in this role

• You are comfortable following up and reminding others

• You prefer clarification over assumptions

• You notice when something is missing or unresolved

• You understand that early escalation prevents problems later

What we offer

• Stable, long-term cooperation

• Direct cooperation with the founder

• Real responsibility and autonomy in your area

• Clear expectations and decision paths

• Professional, focused working environment

Additional information

This role is not a junior position and is not limited to executing instructions.

It requires ownership, reliability and attention to unresolved matters.

If you prefer clearly defined tasks without the need to clarify or follow up, this role may not be the right fit.