Operations & People Coordinator

The Company

At Mantis Beyond Innovation, the Operations and People Coordinator is essential to our mission of driving open innovation and supporting startup ecosystems. This role provides operational support across HR, office management, and financial tasks, ensuring our team can focus on delivering innovation solutions. Key responsibilities include payroll management, recruitment support, administrative coordination, and assisting the finance team with expense reporting. Ideal candidates are detail-oriented, adaptable, and excited to support an innovative environment focused on collaboration and efficiency.

He/She has an overview of all business matters and reports directly to the Chief Executive Officer (CEO).

Key Responsibilities:

1. Human Resources Management

• Manage and oversee payroll processes in collaboration with the accounting team.
• Maintain and update personnel databases to ensure accuracy and compliance.
• Maintain organized records of all necessary employee documentation.
• Participate in the recruitment and hiring process, including:
  • Assisting with job postings and initial candidate outreach.
  • Scheduling and coordinating interviews, as well as keeping candidates informed on next steps.
  • Handling onboarding and induction activities for new hires, including document collection and communication with external partners.
• Oversee team calendars and handle employee requests, such as leave approvals and work-from-home requests.

2. Accounting & Financial Controlling

• Prepare and manage regular expense and budget reports.
• Work closely with the accounting partner to process payments, handle invoices, and verify receipts.
• Manage company accounts, ensure timely payments, and maintain transaction records.
• Organize and safeguard confidential financial and business documents.
• Support the Innovation department by providing accounting documentation and financial records as needed.

3. Office Management and Administration

• Organize office files and systems, including equipment and inventory management.
• Ensure all office equipment is functional and arrange for repairs or replacements as necessary.
• Maintain and update office policies and procedures.
• Manage communication channels, including emails, phone calls, and mail.
• Coordinate travel and accommodation arrangements for staff and visitors.
• Organize and facilitate company meetings and events.
• Verify timesheets for payroll processing.

Team and Reporting Structure

The Operations and People Coordinator will report directly to the CEO and work closely with external accountant, legal advisor and HR consultant. This role will regularly interact with department heads and team leads to support organizational initiatives and provide administrative and operational assistance as needed.

Goals and Outcomes

The main objectives for this role include:

• Optimizing Operational Efficiency: Streamline daily office operations and support cross-functional teams to ensure smooth workflow and resource allocation.
• Supporting Team Growth and Engagement: Facilitate onboarding, employee documentation, and payroll processes to foster a positive employee experience.
• Ensuring Financial Accuracy: Assist in financial reporting, expense management, and payroll processing to maintain accurate financial records.
• Maintaining a Productive Work Environment: Oversee office management and facilities to ensure an organized, safe, and productive workspace.

This role’s success will be measured by the quality and timeliness of HR, financial, and office-related tasks, as well as its impact on team satisfaction and operational effectiveness.