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Operation Coordinator
Düsseldorf, Germany
Job Summary
We are seeking a Full Time or Part Time Operations Coordinator to take ownership of the day-to-day operational, administrative, and compliance responsibilities of Koddi GmbH. This role goes well beyond traditional office management and is critical to ensuring that our German entity operates in full compliance with local and EU regulations while enabling leadership to focus on growth and strategy.
You will act as the central point of coordination for operations, HR administration, financial preparation, and compliance, working closely with external advisors and Koddi’s US headquarters.
What You’ll Do
Operations & Legal Entity Administration
- Manage day-to-day operations of Koddi GmbH as a German legal entity
- Coordinate office services, vendors, contracts, and suppliers
- Handle correspondence with German authorities, banks, and service providers
- Maintain structured repositories for invoices, contracts, and compliance documentation
Financial Administration & Compliance
- Invoice processing, bill pay preparation, and expense management
- Maintain expense receipt repositories and enforce expense policies
- Coordinate preparatory bookkeeping and reconciliations with external tax advisors
- Support budget overviews and financial reporting for headquarters
HR Administration & Employee Support
- Manage onboarding and offboarding processes for Germany and support coordination for France and Spain
- Support employees with visas, insurance, statutory benefits, and form completion
- Administer fringe benefits (e.g., Job Ticket, cafeteria subsidies)
- Track vacation and support employee lifecycle administration
Compliance & Risk Management
- Support GDPR administration and coordination with external data protection advisors
- Ensure adherence to German labor, tax, and workplace regulations
- Identify process gaps and support implementation of compliant procedures
Cross-Border & Headquarters Coordination
- Prepare reports and documentation for US headquarters
- Translate key documents between German and English
- Support cross-border administrative coordination for France and Spain
Travel & Event Coordination
- Coordinate business travel bookings, billing, and visa-related logistics
- Support company events, meetings, and hospitality arrangements
Who You Are
- Proven experience in operations, office management, HR administration, or compliance within a German GmbH
- Strong understanding of German labor law, administrative processes, and business practices
- Experience coordinating with tax advisors, payroll providers, and external vendors
- Fluent German and English (written and spoken)
- Highly organized, detail-oriented, and comfortable handling sensitive information
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