Office Operations Manager

Operations & Office Manager

Full-time | Rome (On-site)

Company:

FLIM LABS SRL -

Location:

Porta Maggiore, Via Casilina 3, 00182 Roma, Italy (on-site, flexible travel opportunities)

Department:

Operations, Commercial & Scientific Outreach

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.

Full-time position (in presence)

Based in Rome

, with occasional travel for events, meetings, and collaborations

Key Responsibilities
Office & Administration

• 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

Commercial & Sales Support

• 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)"