Nautica Technologies builds autonomous underwater robots that keep ship hulls clean and efficient. We’re growing quickly and are looking for a hands-on Office Manager to keep our admin, finance coordination, and people operations running smoothly — so the team can stay focused on building and deploying.

What you’ll own (core responsibilities)

Finance & Admin (backbone)

• Own the invoice-to-payment flow : collect invoices, route approvals, prepare payment runs, ensure clean documentation/filing
• Run a lightweight expenses process (submission, checks, approvals, handover)
• Be the main interface to our external accountant/treuhänder (provide inputs, clarify open points, keep routines tight)
• Maintain an overview of subscriptions, renewals, and recurring costs (deadlines, owners, cancellations)
• Coordinate purchasing & vendor setup (as needed) and keep procurement organized

People Ops / HR support

• Own onboarding & offboarding admin : checklists, coordination of hardware/accounts, documentation, basic policies
• Keep employee master data clean (contracts admin coordination, change tracking, document management)
• Support absence/leave tracking and general HR admin
• Maintain asset inventory (e.g., laptops/keys/badges) and handover on join/leave

Swiss admin & authorities (coordination)

• Coordinate processes and communications with AHV/compensation office , SUVA , and other relevant insurances (mutations, confirmations, claims support, renewals/annual reconciliations)
• Coordinate BVG entries/exits and reconciliation support
• Handle day-to-day Swiss operational admin : Swiss Post (mail handling, registered letters), and general official correspondence as needed

Office operations (day-to-day)

• Vendor management, supplies, office organization, shipments, and general “make things work” topics
• Own lightweight policies & routines (e.g., travel/expense guidelines, approval flows) to keep things consistent
• Light support for founders’ scheduling/travel/meetings (~10%)

Process & documentation hygiene

• Maintain a simple admin register (key contracts, renewal dates, insurance contacts, critical documents)
• Ensure structured filing and sensible access control for confidential documents

What success looks like

• Payments, renewals, and admin tasks run predictably (no surprises, no missed deadlines)
• Accountant gets complete, structured inputs and closes months smoothly
• New hires have a great first week because onboarding is crisp and consistent
• You steadily improve processes with checklists, templates, and simple automation

You’re a great fit if you…

• Have practical experience in office management / operations / finance admin / HR admin (startup experience is a plus)
• Have hands-on exposure to Swiss admin topics like AHV, SUVA, BVG (coordination is enough — you don’t need to be a specialist)
• Are structured, proactive, and reliable — you close loops, keep deadlines, and surface issues early

Details

• Workload: ~50% (2.5 days/week), flexible scheduling possible
• Location: Zürich (hybrid possible, on-site presence preferred)
• Start: as soon as feasible