Operations Coordinator

About us

OurMind is actively developing an AI platform that alleviates administrative burdens and enhances healthcare capacity. Our Ambient AI creates a clinical note in less than 10 seconds, integrates with ChipSoft, and is utilized by 14 Dutch hospitals — representing 18% of the market — within 1.5 years. Our second product, OurMind Assistant, is a versatile AI assistant that far exceeds simple conversation summarization.

Job description

As an Operations Coordinator, you are responsible for the daily functioning of OurMind. You handle sending contracts, following up on invoices, onboarding new hires, and ensuring payroll is processed on time. The team relies on you to complete tasks that might otherwise be overlooked. This is a practical role where you execute, organize, and improve processes as you go, managing HR administration, coordinating payments with hospitals, onboarding new colleagues, and maintaining internal tools. After 18–24 months of strong performance, this position will develop into an Operations Manager role, establishing the foundation for OurMind's growth over the next three years.

• Run and improve our internal processes: documentation, tooling, communication
• Be the go-to person for "how do we do X?" questions.
• Keep our internal tools organised so the team knows where to find what
• Support the founders on day-to-day operational tasks
• Own HR basics: contracts, leave administration, sick leave, payroll coordination
• Support hiring: posting roles, scheduling interviews, communicating with candidates
• Onboard new team members so they're productive from day one
• Coordinate contracts: prepare them, send them, manage signing, archive properly

Relevant work experience

• 2–4 Years of Experience in Operations, Office Management, or a Similar Coordinating Role
• Experience in healthcare, SaaS, or startup environments

Benefits

Skills required for the job