Office Operations Manager

About QSENSATO

QSENSATO is an Italian innovative startup focused on developing and commercializing integrated vapor cells and atomic quantum sensors for the market of quantum sensing and metrology. By leveraging patented femtosecond laser-written vapor cells (LWVCs) and integrating them with photonic structures, QSENSATO aims to deliver unparalleled sensitivity and size reduction for industries such as space, defense, remote sensing, and automotive. Accredited by the University of Bari, we are an emerging industry player in Europe, bridging the gap between academic excellence and industrial application.

Position Summary

We are looking for a versatile and proactive Admin & People Operations Manager to take over key operational, administrative, and HR functions currently managed by the CEO, in collaboration with an accounting and finance firm and a labor consultant. This role is pivotal for our transition from an academic spinoff to a scaled-up industrial reality. You will serve as the organizational "engine" of the company, ensuring financial reporting accuracy, optimizing procurement, and fostering a healthy, high-performance team culture.

Duties and Responsibilities

• Financial & Project Administration: Organize and oversee the reporting of research project expenses (quotations, transfers, invoices) in collaboration with external accounting partners.
• Procurement & Logistics: Prepare purchase orders based on technical quotations and manage relationships with suppliers and prototyping partners to support the technical team.
• Public Tenders & Business Development: Manage public bids on the MEPA platform; identify and promote third-party products for distribution to increase revenue through public sector channels.
• Grant Support: Assist in the submission of public finance grants and regional/national/EU funding applications.
• People Operations (HR): Manage HR administration including payroll coordination, travel/mission logistics, and recruitment (organizing interviews and managing the candidate pipeline).
• Culture & Team Building: Design and lead team-building events to stimulate a healthy, collaborative environment during our scale-up phase.
• Operational Support: Handle logistics for new leases, utilities, and institutional relations with University departments and incubators.
• Process Optimization: Organize Microsoft Teams channels for project management and assist the CEO in task assignment and workflow monitoring.

Work Experience Requirements

• Proven Experience: At least 5+ years in a dual Administrative and Operations role, ideally within a startup, deep-tech company, or a highly regulated corporate environment.
• Public Administration Expertise: Direct experience managing MEPA and public procurement processes in Italy.
• International Exposure: Demonstrated experience working in international contexts (Public Administration or Corporate), with an understanding of global business standards.
• Financial Literacy: Strong background in managing invoices, bank transfers, and financial reporting for investors and grant-providing bodies.
• HR Management: Experience in managing the "employee lifecycle," from recruitment coordination to payroll administration and team development.

Education Requirements

• A Degree in Business Administration, Economics, Management Engineering, Law, or a related discipline.
• English: Full professional proficiency (written and oral).
• Italian: Native or full professional proficiency.

Technical Competences

• Expertise in using MEPA and other public procurement platforms.
• Advanced proficiency with Microsoft 365 (specifically Teams for project management and Excel for financial reporting).
• Familiarity with accounting principles and project reporting for European or National (e.g., PNRR, Puglia Region) grants.
• Competency in drafting commercial contracts and formal business offers.

Soft Skills

• Multitasking Maven: Ability to switch between administrative precision and people-centric leadership.
• Analytical Mindset: Sharp eye for detail in financial documents and legal contracts.
• Communication: Ability to act as a bridge between the technical R&D team, external consultants (Studio Mazzilli, Labor Consultants), and institutional partners.
• Leadership: A natural ability to motivate a multidisciplinary team and maintain a positive "scale-up" culture

What we offer

• Location: Office in Bari, Italy, within the Physics Department of the University of Bari.
• Contract Type: 2-year fixed-term contract with a 6-month trial period, designed for long-term integration as the company scales.
• Work-Life Balance: We offer a part-time option (negotiable hours) to support a healthy work-life balance while ensuring operational excellence.
• Impact: A strategic role where you directly shape the operational backbone of a growing deep-tech startup.
• Network: Exposure to international quantum research networks and leading industrial players.

Interested candidates are requested to submit:

1. Presentation letter detailing how your experience aligns with a startup environment.
2. Curriculum Vitae.
3. Reference letters (optional but highly valued).

QSENSATO s.r.l. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.