Operation Coordinator/Assistant (m/f/x)

Collaboration with the US General Manager and External Service Providers:

• Act as a key support partner to the General Manager in the US for operational and administrative matters
• Serve as an interface between the company and external service providers such as the Professional Employer Organization (PEO) and accounting firm
• Coordinate and monitor HR-related processes managed through the PEO, including onboarding, payroll, and compliance
• Support the preparation and organization of financial and operational documents required by accounting partners
• Ensure smooth communication and information flow between internal teams and external providers

Cross-Functional Collaboration with Headquarters in Austria (Marketing, Finance, HR):

• Liaise closely with departments at the Austrian HQ to align on company standards, tools, and processes
• Act as the local point of contact for finance, marketing, human resources
• Drive the adaptation and continuous improvement of business processes in the US, ensuring alignment with global practices while addressing local needs
• Facilitate efficient communication and project coordination between the US team and HQ counterparts

Invoice Monitoring, Payment Tracking, and Issue Resolution:

• Oversee the tracking and processing of invoices and payments related to the US entity
• Maintain accurate records of all incoming and outgoing payments, ensuring timely execution and proper documentation
• Investigate and clarify financial discrepancies or operational issues in coordination with customers, partners, and relevant internal departments
• Support the monthly and quarterly financial review process with necessary data and insights

Sales and Marketing Support for the US market:

• Assist the US Sales and Marketing teams in the planning and execution of trade shows, marketing campaigns, and events
• Coordinate logistics and vendor communication for trade show participation and promotional activities
• Support marketing operations, including the preparation of promotional materials and local market research
  Maintain and update customer and lead information in Salesforce, ensuring data quality and consistency
• Provide administrative support for lead generation and follow-up processes

Office and Administrative Organization:

• Manage day-to-day office operations, including supplies and vendor coordination
• Serve as a point of contact for facility-related matters and ensure a well-organized work environment
• Support onboarding of new team members with necessary administrative setup and access provisioning