Office & Administration Assistant (Part-Time, 20h/week, Onsite)

At Vanatari, we develop high-quality, 100% vegan supplements rooted in scientific evidence and built on transparency and integrity. Our core brand, Vegavero, stands for the belief that true health starts with nature. With wowtamins, our newest brand, we support parents in promoting healthy nutrition habits for their children.

We have around 35 employees, operating from our office in Berlin, Pankow.

To support our growth, we are looking for a reliable, hands-on Office & Administration Assistant who enjoys bringing structure, keeping things running smoothly, and taking ownership of everyday operational topics.

This is a part-time role (20 hours/week) with a strong in-office component, as many responsibilities are physical, operational, and people-facing.

Your role

You are responsible for the smooth execution of day-to-day administrative and internal operations tasks. You act as a central point of coordination for office topics, basic finance admin, internal inboxes, and first-level IT support.

This role is highly operational and requires regular physical presence in the office to be effective.

Working model

· Part-time role: 20 hours per week

· Onsite presence required: approx. 2.5 days per week in the office

· Working days can be fixed or flexible by agreement, but this is not a remote role

Many of the tasks (office coordination, supplies, equipment, onboarding support) require being physically present and available to the team.

Key responsibilities

Office & workplace operations

· Coordinate office cleaning, maintenance, and external service providers

· Order, receive, and manage office supplies and consumables

· Ensure the office is functional, organized, and well-stocked

· Support employee onboarding and offboarding from an office perspective (equipment, access, basics)

Administrative & finance support

· Support the invoicing process (preparation, documentation, follow-ups)

· Maintain and organize administrative and finance-related documents

· Coordinate with internal finance and external partners when needed

Inbox & communication support

· Monitor and structure shared inboxes (e.g. info@, support@, accounting@)

· Categorize and forward incoming emails and physical mails

· Ensure requests are tracked and handled in a timely manner

General operational support

· Handle recurring administrative tasks and checklists (including office duty plans)

· Follow up on open items and missing information, proactively flagging inefficiencies or recurring operational issues

· Support in organizing Company Events and other activities

Must-haves

· Previous experience in office administration, operations, or a similar support role

· High level of reliability, structure, and attention to detail

· Comfortable working independently and following defined processes

· Willingness and availability to work regularly onsite (approx. 2.5 days/week)

· Fluent in German; good working English

Nice to have

· Experience in a growing company or startup environment

· Basic understanding of invoicing or accounting processes

· Familiarity with common office and collaboration tools

· Stable part-time role (20 hours/week) with predictable workload

· Clear expectations and defined responsibilities

· Competitive part-time salary

· Direct impact on how smoothly the company operates

· A culture built on trust, transparency, and collaboration - with regular team events and shared learning

· Support for your own supplement routine

· Urban Sports Club membership

· Deutschlandticket

· Company pension fund