Office Operations Manager

Company:FLIM LABS SRL -Reports to:CEOAbout FLIM LABSFLIM 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 RoleWe 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 ResponsibilitiesManage the CEO's agenda, meetings, and travel (both in-person and online)Oversee daily office operations: supplies, storage, shipments, and ordersHandle invoices, quotations, and documentation with suppliers and partnersManage rent, bills, and office-related contractsAnswer phone calls, coordinate mail, and handle general secretarial dutiesSupport commercial activities, including follow-ups with clients, prospects, and partnersAssist in managing distributor and reseller networks, including contracts, documentation, and renewalsPrepare and track sales quotations, purchase orders, and contracts in coordination with the CEOMaintain and update CRM systems, contact databases, and sales pipelinesSupport pre- and post-sales activities, including coordination of demos, installations, and customer visitsAct as an operational interface between sales, distributors, and internal technical teamsLogistics & EventsOrganize business trips, accommodation, flights, and train ticketsArrange exhibitions, fairs, and workshops in Italy and abroadSupport logistics for trade shows, commercial demos, and scientific dissemination eventsCoordinate guest visits, client meetings, and company workshopsCompliance & SafetyManage safety training ("corso sicurezza") and ensure risk assessment documentation complies with Italian regulations.Finance & Operations SupportSupport expense tracking, order management, and basic accounting tasks.Assist with HR processes and document management in coordination with the CEO.Requirements3–5 years of experience in office management, operations, administration, or commercial support rolesStrong organizational and multitasking skillsExcellent communication skills in Italian and EnglishProficiency with collaboration platforms (Teams, SharePoint, Zoom), CRM systems, MS Office, and Google WorkspaceAbility to work independently, proactively, and confidentially in a dynamic environmentPreferredFamiliarity with scientific or academic environments (biomedical, photonics, engineering, etc.)Experience supporting sales teams, distributors, or B2B client relationshipsExperience organizing events, exhibitions, or research / commercial projectsKnowledge of administrative compliance and safety management in ItalyWhat We OfferA dynamic workplace at the intersection of science, technology, and commercializationDirect exposure to international clients, distributors, and research collaborationsOpportunities for professional growth within a fast-evolving deep-tech companyA collaborative, hands-on, and mission-driven cultureHow to ApplySend your CV and a short motivation letter to with subject line: Application – Operations Manager (Rome).Seniority level: Mid-Senior levelEmployment type: Full-timeJob function: Management and ManufacturingIndustries: Appliances, Electrical, and Electronics ManufacturingID: J-*****-Ljbffr#J-*****-Ljbffr