Operations & Administration Manager – Procurement, Logistics & Accounting (m/f/d) – full-time
What do Formula 1 racing cars, aircraft engines, drones and wind turbines have in common? In all these applications and many more, the aerodynamics are optimized and controlled by products from Vectoflow. From an individual probe to a complete system: using 3D printing and smart software solutions, we develop individual flow measurement technology.
As Operations & Administration Manager, you will ensure smooth processes across procurement, shipping, and office operations, while also supporting day-to-day accounting and financial administration. Please note: Fluent in German and English is a must to be able to work in the role.
Procurement & Supplier Management
* Coordinate and process purchase orders from request to delivery
* Manage supplier relationships, price requests, and contract documentation
* Support procurement for consumables, tools, and office supplies
* Align with production and engineering for material needs
Shipping & Customs
* Organize national and international shipments with logistics partners
* Prepare shipping documents and ensure compliance with export/import regulations
* Handle customs declarations and maintain accurate documentation for audits
* Track shipment status and proactively resolve issues or delays
* Coordinate with production to ensure on-time dispatch of goods
Accounting
* Support day-to-day bookkeeping activities (accounts payable & receivable)
* Process incoming and outgoing invoices and ensure correct account allocation
* Prepare payment runs and support cash flow tracking
* Assist with monthly and annual closings in collaboration with external tax advisors
* Maintain accurate financial documentation and ensure audit readiness
* Support expense tracking and reimbursement processes
Office & Administration
* Support daily office operations and ensure a well-organized work environment
* Assist management with administrative and operational tasks
* Support HR with onboarding, documentation, and time tracking
* Coordinate communication with external service providers (e.g. logistics, insurance, tax advisors)
What you bring to the table:
* Completed vocational training or degree in business administration, logistics, or a related field.
* 3+ years of relevant experience in office management, procurement, or shipping – ideally in a manufacturing or high-tech SME environment.
* Hands-on experience in coordinating shipments, handling suppliers, and managing administrative processes.
* Familiarity with ERP systems (Odoo or similar) and confident working with digital tools.
* Strong organizational and communication skills with attention to detail.
* Reliable, structured, and able to manage multiple tasks independently.
* A proactive, can-do mindset and team-oriented attitude in a fast-paced environment.
* Knowledge of German accounting standards (HGB).
* Fluent in German and English, both written and spoken.
What we bring to the table:
* Be part of an international team with great spirit and a can-do attitude.
* Have a tangible impact in an agile environment where your contribution drives customer success and our company’s future.
* Grow with us: as we expand internationally, you’ll have the chance to help shape our development.
* Benefit from our flexible working model – combining office presence with home office – for strong team spirit and a healthy work–life balance.
* Subsidized lunch in our canteen
* Public transport ticket (DeutschlandTicket)
Join a team where innovation, collaboration, and curiosity drive everything we do. If you’re excited about shaping the future with us, we’d be happy to get to know you.
Apply on LinkedIn or via email at info@vectoflow.de