Back Office Manager

💡 As a Back Office Manager, you will be the operational backbone of Flinn. You ensure that internal processes, documentation, coordination, and administrative workflows run smoothly, reliably, and at scale.  You’ll work closely with teams across Operations, Sales, Finance, and Leadership, bringing structure, clarity, and consistency to our internal operations — enabling others to focus on building and selling an exceptional product.  This role is based within commuting distance of our Vienna hub, with regular in-person collaboration and flexibility for remote work. 

Why Flinn?

• We are building a truly exceptional culture: While many companies claim to have a great culture, we invite you to discover what truly sets ours apart. Visit our career page, speak with our team, listen to our founders’ podcast, or experience our culture first-hand during the interview process.

• Make a Meaningful Impact: Your work at Flinn contributes directly to solutions that improve people’s health and lives by making high-quality health products accessible for everyone.

• Experienced, well-funded, highly professional: As well-funded startup veterans, we know how to sustain long-term business health and success, ensuring an environment for continuous personal growth.
  

What is in for you?

• Join a fast-growing, well-funded European startup backed by experienced founders and investors.

• Be part of a mission-driven health-tech company whose work directly improves people’s lives.

• Take end-to-end ownership of core operational processes that keep the company running.

• Play a key role in scaling Flinn, shaping how operations work as we grow.

• Work in a high-trust, low-ego environment with autonomy and clear ownership.

• Enjoy flexible working hours, remote flexibility, and regular team time in Vienna.

• Work in a net-zero company where all unavoidable CO₂ emissions are compensated with carefully selected, high-quality removal certificates.

• Receive one of the most employee-friendly equity packages, including fair vesting terms and profit-sharing opportunities.

• Grow in a professional, high-standard environment that supports long-term personal and career development.

Your contributions to our journey:

• Back Office & Internal Operations: Own and run end-to-end back-office operations, ensuring smooth, reliable internal processes and workflows. Bring structure to complexity by defining standards, documentation, and continuously improving how we operate.

• Finance & Accounting Operations: Own invoicing and payment management end-to-end, including tracking, reminders, and reconciliation. Prepare accounting materials and coordinate closely with our external accounting partners.

• Contract & Supplier Management: Manage contract execution (e.g. NDAs, customer contracts) from preparation to signature using the right templates. Coordinate supplier and partner qualification processes together with internal teams.

• Stakeholder & Interface Management: Act as a trusted point of contact for internal teams on operational and administrative topics. Coordinate external partners (accounting, legal, HR, vendors) and ensure smooth information flow.

• Office & Day-to-Day Operations (Vienna): Take full responsibility for the Vienna office and ensure smooth day-to-day operations. Act as the first point of contact for incoming requests and route topics to the right teams.

• Support leadership with operational tasks, reporting, and internal materials. Identify inefficiencies and help build scalable operational foundations as Flinn grows.

What you need to be successful:

• Experience in back-office, operations, administration, or business support roles.

• Strong organizational skills with high attention to detail and reliability.

• Ability to manage multiple priorities in a fast-moving environment.

• Proactive, solution-oriented mindset with a strong sense of ownership.

• Comfort working cross-functionally and communicating with diverse stakeholders.

• Ability to work independently while staying aligned with the broader organization.

• Familiarity with modern tools for documentation, coordination, and process management.

• Very good written and verbal communication skills in English and German.

Attributes we are looking for:

• Hands-on, roll-up-your-sleeves mindset with a bias for action.

• Structured, pragmatic, and adaptable working style.

• Clear communicator with both operational and non-operational stakeholders.

• Strong sense of responsibility and ownership.

• Enjoys building reliable systems that help others succeed.

• Motivated to work in a mission-driven, health-focused tech company.

🇪🇺 At this stage of our company, we can only accept applications from people who are based in Europe with either European citizenship, an active working visa or being self-employed and joining us as a full-time contractor.

We strive to remove barriers, eliminate discrimination, and ensure equal opportunity through our transparent recruitment process. We are open to all groups of people without regard to age, color, national origin, race, religion, gender, sex, sexual orientation, gender identity and/or expression, marital status or any other legally protected characteristic.