About Us
We are a well-funded, early-stage AI company building enterprise workflow automation software, operating in stealth ahead of a public launch — please treat all details of this role as confidential. Our founding team are experienced AI specialists who previously worked at leading AI companies including Amazon, Google, and Meta.
We build technology that automates back-office work — accounting, invoicing, reconciliations — for large enterprises whose IT systems are too old or fragmented for typical integrations. Instead of connecting through APIs, our platform operates business software the way a person does, at the screen level, letting us serve regulated industries like banking and manufacturing without months of custom integration work.
We operate on high trust, high accountability, and true autonomy: outcomes and behavior are inseparable to us. Core values: Transparency & Speed, No Lone Wolves (collaboration and mutual support), and Ambitious & Human (bold goals, technical excellence, respect).
The Role
We're looking for an experienced, highly autonomous People & Operations Coordinator based in Porto to keep our business running seamlessly. This is a hands-on, individual-contributor role: you will personally own our day-to-day administrative, financial, HR, and office operations, working closely with our founders and external partners in Germany and Portugal.
Key Responsibilities
- Financial & Compliance Admin — Tax authority requests/payments in Germany and Portugal, plus company registrations and corporate housekeeping across both countries.
- Accounting, Invoicing & Payroll — Invoice workflows and payments with our external accountant; payroll input coordination with our external provider; expense approvals and corporate card management.
- Vendor & IT Management — Service provider contracts (insurance, Coverflex & benefits), SaaS subscriptions, laptop/hardware procurement, software licenses, and basic access provisioning.
- HR Admin & Onboarding — Contract templates, employee records, leave tracking, and new-hire onboarding logistics, in coordination with legal counsel.
- Office, Events & Travel — End-to-end office management in Porto (supplies, facilities, mail); planning company events and offsites; booking and reconciling business travel.
- Founder Support — Light calendar scheduling, inbox triage, and meeting prep as needed.
What We Are Looking For
- 3+ years in operations, administration, or team coordination roles involving complex task organization and close collaboration with people.
- Fluent German and English (written and spoken) strictly required for cross-border tax, authority, and team communications; Portuguese a strong bonus.
- High agency, self-drive, and comfort operating independently in a fast-paced, early-stage environment.
- Strong communicator who asks for help when needed, supports teammates, and prioritizes quality.
- Comfort working within a confidential, pre-launch environment and safeguarding sensitive information.
What We Offer
High independence and ownership from day one · the chance to join an ambitious AI company at a foundational stage, before public launch · a supportive, transparent team culture.
Location & How to ApplyPorto, Portugal (flexible — hybrid); remote work is possible during the initial months. Send your CV with a brief note on your relevant operations experience and language proficiency.
Job Type: Full-time
Pay: 1,500.00€ - 2,000.00€ per month
Work Location: Hybrid remote in Porto
