Operations & Office Manager

ai-coustics is building the reliability layer for Voice AI: the system that closes the gap between raw audio input and reliable machine understanding in production.

By combining state-of-the-art speech and audio research with real-time, production-grade SDKs, we test, observe, and enable Voice AI systems to work in any environment. Our software is used by Voice AI companies across Europe and the United States whose products require reliable performance at scale: call center agents, voice agents, telephony apps, and enterprise voice assistants.

We are a team of around 20 people with our own office in Berlin, backed by leading early-stage investors including Connect Ventures, Partech, Inovia Capital, as well as angel investors from HuggingFace, DeepMind and Amazon.

We are now looking for an Operations & Office Manager who helps us keep the company running smoothly and build the operational foundations for our next stage of growth.

• You will keep our Berlin office and day-to-day operations running smoothly, including central mailboxes, incoming mail, supplies, deliveries, external service providers, and general workplace organisation.
• You will coordinate purchasing and recurring office needs, from practical consumables to ad hoc team requests, and make sure operational topics are handled quickly and reliably.
• You will manage invoice, reminder, receipt, and document flows and support preparatory bookkeeping in close collaboration with our tax office and external partners.
• You will support our monthly finance routines, including account checks, chasing missing receipts, and maintaining clean documentation across tools such as Commerzbank, Pleo, DATEV, and GetMyInvoices.
• You will coordinate people-related administrative topics, including payroll preparation, travel expenses, benefits administration, employee documentation, and communication with our tax office.
• You will organise structured onboarding and offboarding processes, including logistics, tool access, documentation, and coordination across teams.
• You will support visa, registration, and other administrative joining processes where needed.
• You will help maintain and improve internal knowledge and collaboration systems such as Notion, Slack, and other cloud platforms.
• You will document internal processes, improve how information flows through the company, and make sure the team knows where to find what they need.
• You will research and evaluate new tools, services, vendors, event locations, and operational improvements.
• You will support funding and stakeholder reporting by preparing documents, tracking inputs, and keeping project documentation complete and audit-ready.

• You have at least 2 years of experience in office management, operations, people operations, finance administration, executive assistance, or a similar role in a startup or fast-moving company.
• You are confident in German and English. You are comfortable communicating with local service providers, tax/accounting partners, public authorities, and an international team.
• You work in a highly structured, proactive, and hands-on way. You do not wait for perfect instructions; you notice what needs to be done and move it forward.
• You are confident with digital tools and enjoy improving systems. Experience with tools such as Notion, Slack, Google Workspace, DATEV, Pleo, GetMyInvoices, Leapsome, Probonio, or Lanes & Planes is a strong plus.
• You have experience with preparatory bookkeeping, payroll coordination, HR administration, or operational reporting — or you are motivated to learn these areas quickly.
• You handle sensitive information with discretion, reliability, and good judgement.
• You combine a service mindset with a builder mindset: you care about people, details, and process quality, but you also like making things more scalable.