Office & Administrative Coordinator (Part-time) (m/w/d)

Become part of Backbone’s (BKBN) unique adventure to disrupt an industry and contribute to the evolution of the way real estate marketing is produced. We are the leading real estate marketing software company, helping thousands of professionals seamlessly order and manage high-quality visuals and marketing content.

We are looking for a reliable, hands-on Office & Administrative Coordinator to support our Berlin team. The role sits within (and reports into) the Finance department, and combines workplace coordination with administrative support. While some responsibilities require being in the office, some part of the work can be done remotely—especially the administrative and documentation tasks.

Your Role
You will coordinate and execute a mix of office and administrative tasks, including:

• Be the local point of contact for day-to-day office topics: coordinating office service providers, managing mails and supplies, keeping the workspace organized and welcoming, and ensuring everything runs smoothly;
• Prepare on-site meetings (rooms, materials, access, and overall readiness);
• Coordinate equipment needs (ordering, inventory, handovers/returns, peripherals) and support onboarding/off-boarding logistics;
• Support administrative tasks such as:
• Contracts drafting/coordination based on templates and internal guidance
• Maintaining and updating BKBN administrative information and documentation
• Liaising with German administrations on various topics; tracking items to completion and keeping paper documentation tidy and secured
  

This is a hybrid role: we expect regular on-site presence in Berlin when office-related tasks require it (e.g., receiving deliveries, equipment handovers, preparing visits), while administrative work can be handled remotely. We align on an on-site rhythm together based on operational needs and upcoming schedules.

Requirements

• Fluent German and English (spoken and written); confident communicating with administrations and external stakeholders
• Strong organizational skills, attention to detail, and reliable follow-through
• Discretion and professionalism when handling sensitive information (contracts/admin topics)
• Ability to work independently, prioritize across topics, and keep stakeholders informed

Nice to have

• Experience in operations/admin/team assistant roles
• Familiarity with contract/document workflows and coordination with finance/admin stakeholders
• Experience supporting onboarding in a growing team

Start Date: February 2026

We’d be happy to hear from you—apply and let’s talk