Office Operations Manager

Company: FLIM LABS SRL - Reports to: CEO About FLIM LABS FLIM LABS develops cutting-edge fluorescence lifetime imaging microscopy (FLIM) systems for biomedical and clinical research. We collaborate with leading universities, hospitals, and research centers to push the boundaries of metabolic imaging for cancer diagnostics and treatment. Our mission: to turn advanced photonics into tools that make a real impact in healthcare. About the Role We are seeking a highly organized and proactive Office & Operations Manager to support the CEO and oversee the day-to-day running of our growing company. This role blends office management, administration, logistics, and commercial support , with exposure to both scientific dissemination and business development activities. The ideal candidate enjoys ensuring smooth internal operations while also supporting client relations, distributor networks, and sales processes in an innovative, research-driven environment. Based in Rome , with occasional travel for events, meetings, and collaborations Key Responsibilities Manage the CEO’s agenda, meetings, and travel (both in-person and online) Oversee daily office operations: supplies, storage, shipments, and orders Handle invoices, quotations, and documentation with suppliers and partners Manage rent, bills, and office-related contracts Answer phone calls, coordinate mail, and handle general secretarial duties Support commercial activities, including follow-ups with clients, prospects, and partners Assist in managing distributor and reseller networks , including contracts, documentation, and renewals Prepare and track sales quotations, purchase orders, and contracts in coordination with the CEO Maintain and update CRM systems , contact databases, and sales pipelines Support pre- and post-sales activities, including coordination of demos, installations, and customer visits Act as an operational interface between sales, distributors, and internal technical teams Logistics & Events Organize business trips, accommodation, flights, and train tickets Arrange exhibitions, fairs, and workshops in Italy and abroad Support logistics for trade shows, commercial demos, and scientific dissemination events Coordinate guest visits, client meetings, and company workshops Compliance & Safety Manage safety training (“corso sicurezza”) and ensure risk assessment documentation complies with Italian regulations Finance & Operations Support Support expense tracking, order management, and basic accounting tasks Assist with HR processes and document management in coordination with the CEO Requirements 3–5 years of experience in office management, operations, administration, or commercial support roles Strong organizational and multitasking skills Excellent communication skills in Italian and English Proficiency with collaboration platforms (Teams, SharePoint, Zoom), CRM systems , MS Office, and Google Workspace Ability to work independently, proactively, and confidentially in a dynamic environment Preferred Familiarity with scientific or academic environments (biomedical, photonics, engineering, etc.) Experience supporting sales teams, distributors, or B2B client relationships Experience organizing events, exhibitions, or research/commercial projects Knowledge of administrative compliance and safety management in Italy What We Offer A dynamic workplace at the intersection of science, technology, and commercialization Direct exposure to international clients, distributors, and research collaborations Opportunities for professional growth within a fast-evolving deep-tech company A collaborative, hands-on, and mission-driven culture How to Apply Send your CV and a short motivation letter to with subject line: “Application – Operations Manager (Rome)” Seniority level Mid-Senior level Employment type Full-time Job function Management and Manufacturing Industries Appliances, Electrical, and Electronics Manufacturing #J-18808-Ljbffr