OPERATIONS & ADMINISTRATION COORDINATOR (M/F/D)
Having completed a commercial apprenticeship
Full-time (40 hours) · permanent · Berlin · Start date: 1 January 2027
The AI Park is an innovation ecosystem for artificial intelligence. We bring together companies, start-ups, research organisations and other partners to accelerate the practical application of AI innovations.
We are looking for someone to join our team in Berlin who enjoys ensuring that the organisational and commercial processes underpinning our innovation ecosystem run smoothly and reliably.
In this role, you will take on your own areas of responsibility and act as a key link between our team, our members, external partners and service providers. You will work closely with a range of colleagues and ensure that plans are reliably put into action.
Your responsibilities
Membership Administration & Invoices
An important part of your role is providing commercial support to our members and partners.
These include, in particular:
- assistance with the annual preparation and dispatch of our membership invoices
- the careful management of the relevant membership and invoicing data
- monitoring incoming payments and outstanding transactions
- handling enquiries regarding invoices and membership
- the preparation of invoice corrections or adjustments where details or circumstances change
- preparing relevant information for our external accountancy firm
- the maintenance of administrative information in our systems
- general email correspondence with our members on administrative matters, membership and events
You work very carefully and in a structured manner, and take pleasure in ensuring that data, processes and documents are consistently accurate.
Event Operations
Events are an important part of our work. Our Innovation Hub regularly hosts workshops, networking events, expert group meetings and larger events with our members and partners.
Our events manager is responsible, together with the relevant specialist team, for developing the content and programme. You will play a key role in the organisational and operational implementation.
These include, for example:
- Organising and ordering catering and drinks
- Coordinate caterers, technical service providers and other external partners
- Receiving and checking deliveries
- Preparing rooms and event spaces
- Setting up and dismantling catering and event areas together with the team
- Prepare name badges, guest lists and other event documents
- co-ordinate organisational details with external event partners
- coordinate the team’s work on setting up and dismantling
- Welcoming guests and being available to speak to them during the event
- reliably follow up on outstanding organisational matters after an event
Together with our events manager and the team, you’ll ensure that our events are run in a professional, personalised and well-organised manner for our guests.
Office & Innovation Hub Operations
Our Innovation Hub in Marienpark is a central meeting place for our team, our members and many external guests.
You’ll be responsible for ensuring that this place runs smoothly on a day-to-day basis and provides an environment where people enjoy working and coming together.
Your duties will include, for example:
- Organising orders and deliveries
- Keeping track of office supplies, drinks and event equipment
- Coordinate service providers
- Obtain quotes and compare them in terms of organisation
- Keeping equipment, rooms and materials in working order
- Independently resolve organisational issues within the Innovation Hub
- organise the appropriate solution for larger tasks in collaboration with the team or external service providers
For us, responsibility doesn’t mean that you have to do everything yourself. What matters to us is that you keep track of things, take the initiative on issues and ensure that they are resolved.
Executive Support & General Administration
In addition, you will support our management team with organisational and administrative tasks, for example by:
- Appointment and calendar management
- Co-ordinating meetings
- Travel and hotel bookings
- Preparation and organisation of documents
- general email correspondence
- Maintaining data in our CRM
- other administrative tasks that arise in the day-to-day running of a small and dynamic team
What you should bring with you
It is particularly important to us that you have a good grounding in business.
You have a completed commercial apprenticeship, ideally as an office administration assistant or in a comparable apprenticeship.
Even if you’ve only just finished your training or have little professional experience, this role could be a very good fit for you. What matters to us isn’t the number of years’ experience you have, but how you work.
You should:
- work very carefully, precisely and reliably
- Enjoy working in a structured environment
- Adhere strictly to deadlines and commitments
- Taking responsibility for one’s own areas of work
- recognise for themselves when something needs to be done
- enjoy working with others whilst at the same time taking the lead on your own tasks independently
- be prepared to lend a hand at events and in the Innovation Hub
- safely with Microsoft Outlook, particularly email and the calendar,
- Have experience with standard Office applications
- be able to use a CRM system and maintain data in it reliably (we work with HubSpot)
- basic experience with AI tools such as ChatGPT or Claude have experience of this in a work context or are keen to integrate it effectively into their day-to-day work
- on German and English to be fit for work
Your German and English don’t have to be perfect. What’s important is that you can communicate confidently and politely with both German-speaking external partners and English-speaking team members.
How we work together
We are a small, close-knit team with flat hierarchies and a high degree of personal responsibility.
We work closely together, support one another and share responsibility for ensuring that our projects, events and Innovation Hub run smoothly.
We don’t have many rigid boundaries between areas of responsibility. If something needs organising at short notice, if support is needed for an event, or if a practical solution is required, we all pitch in together.
At the same time, you’ll be given plenty of scope to organise and develop your own areas of responsibility independently.
Your place of work
One of the main locations for this role is our KI Park Innovation Hub, Im Marienpark 22, 12107 Berlin.
The Innovation Hub is an exceptional workspace and venue, offering plenty of space for discussion, workshops and get-togethers with our members and partners.
As a large proportion of your duties are directly linked to the Innovation Hub, our events and external service providers, regular on-site attendance is an integral part of this role.
You’ll usually work three days a week at the Innovation Hub in Marienpark. Attendance may also be required more frequently in connection with events, deliveries or other appointments.
On other days – depending on the tasks at hand – you can choose to work remotely or in our co-working space at Gleisdreieckpark.
As the Innovation Hub is not located directly next to an S-Bahn or U-Bahn station, we recommend that you check your commute to work before you apply Im Marienpark 22, 12107 Berlin and whether it works well for you in everyday life.
What we offer you
- a permanent, full-time post working 40 hours per week
- a high degree of personal responsibility and short decision-making processes
- a varied role with your own areas of responsibility
- an exciting working environment at the interface between businesses, start-ups, research and artificial intelligence
- direct insight into a growing innovation ecosystem and regular contact with exciting organisations and people
- a dedicated innovation hub with regular events
- a small, dedicated team that works closely together in a straightforward way
- Urban Sports Club
- Laptop
- Drinks at the Innovation Hub
- joint team events
- flexible working arrangements where tasks do not require staff to be present at the Innovation Hub
Application
To apply, we use a short online form, which you can access via the button below. In the form, we ask for some information that is particularly important to us for this role.
You can then Upload your CV.
A traditional cover letter is not required. You can either briefly explain why you are interested in the role directly in the form, or, if you prefer, upload a separate cover letter.
The role is due to start in January 2027.