Job Description

The Role

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Outcapped GmbH is hiring a detail-obsessed Operations Generalist to support mission-driven startups – especially in AI safety, global development, and adjacent fields-to stay focused on impact. You’ll combine systems administration (data hygiene, quality assurance, permissions) with classic ops work (tool research and setup, bookkeeping, process and policy documentation, compliance). If you enjoy turning messy processes into reliable, automated workflows, we want to hear from you.


We’re still early in our journey, so you’ll be highly involved in defining and refining processes, setting standards, and building the operational foundation that lets our clients move at full speed.

About Outcapped

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Mission

We build and run the systems that let high-impact startups move at full speed, combining automations with personal, operationally excellent support to save founders time and amplify their positive impact.

Vision

By 2030, 10,000 impact-driven startups- 100 powered by our dedicated operators and 9,900 running on our automation platform-operate friction-free, accelerating breakthroughs that safeguard and advance humanity.

What We Do

Outcapped is an operations agency that frees mission-driven founders from back-office grind. We are also building a platform that will contain a library of 150+ vetted SOPs and an AI-powered workflow builder to standardize and automate finance, HR, legal, and IT tasks, saving teams up to 20 hours every week. We’re the only solution marrying full-stack automation with hands-on ops talent- purpose-built for fast-moving, impact-driven startups and research labs.

Key responsibilities

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Systems upkeep:

Run routine maintenance, carry out permissions reviews, and keep data clean across Airtable, Notion, Google Workspace, and other tools. Before any automation goes live, you’ll test it and sign off.

Tool research & roll-out:

Scout promising SaaS or AI tools, weigh the options, and help configure pilot integrations that shave hours off client workflows.

Documentation:

Write and update SOPs, changelogs, and quick-start guides, making sure our internal knowledge base stays clear, current, and easy to navigate.

Light bookkeeping:

Track expenses, process invoices, and reconcile statements so finance dashboards remain accurate and decision-ready.

Compliance:

Maintain state and federal filings compliance through management of vendors and obtaining information

Web & content upkeep:

Update website pages, upload blog posts, and double-check links and contact forms so our public face is always up to date.

Day-to-day support:

Jump on ad-hoc admin or QA tasks as they crop up, spotting and fixing the small issues before they snowball into big ones.

About you

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Must?haves

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Tremendous initiative and a proactive mindset, attempting to research and offer solutions before asking questions Outstanding sense of ownership, attention to detail, and organizational skills to juggle multiple priorities without dropping any Clear written and verbal English communication Fluency with everyday tools such as Notion, Google Workspace, Slack, and other platforms, or the ability to learn them fast Experience collaborating within an agile, remote team environment Interest in implementation of AI tools Track record of documenting processes concisely and holding people accountable to organizational standards

Nice?to?haves

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Knowledge of no?code/low?code tools (Airtable, Zapier, Make) to complement custom development. Deep expertise in a specific area (Recruiting, HR, Finance, IT, Cybersecurity)

How We Work

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Our values are how we operate daily. If these resonate with you, you’ll thrive here.

Operational Excellence – We Aim at 120%

We hold ourselves accountable to the highest standards of professional excellence We find and realize potential optimizations in all processes-we generalize and automate Getting to 120% is a team effort-we ask for help if we can’t get there alone

Communication & Commitment – Say What You Do, Do What You Say

If we feel we’re overcommunicating, we’re probably communicating just enough We trust each other to deliver on our work; we ask for help if we can’t

Owner-Thinking – We Are All Co-Owners

Of Outcapped:

We constantly evaluate internal processes and think about how to make Outcapped better. We understand our mission, goals, and current state.

Of our clients:

If we see something that could be improved, we say it. We try to free up as much capacity as possible by removing operational mental load. Our clients are pursuing impactful endeavors-every win they make is a win for us.

We ask the hard questions:

How are we really performing? Where are we falling short? How can we improve?

Compensation Structure

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We set compensation case-by-case based on (1) role scope and seniority, (2) relevant experience and demonstrated impact, (3) availability/commitment, and (4) local cost of living (where applicable).


Rates below are guidance, not fixed brackets.

Operations Specialist

€25-35 per hour, full-time salary €40-80k p.a.

Operations Lead

€45-60 per hour, full-time salary €70-110k p.a.

Time Commitment & Benefits

Time commitment:

This is a full-time role.

Contract setup:

We are open to employment through an EOR, direct (Germany only), or a contractor relationship.

Benefits that fit:

Full-time team members receive a customized benefits bundle (e.g., health cover, paid leave, home-office stipend, learning budget). Contractors set their own mix, and we adjust rates accordingly.

Remote-first freedom:

Work from anywhere, but you must have 3-4 hours of overlap with CEST working hours (9 AM – 6 PM) and availability of 3-4 hours with Pacific time (California, USA) three days per week.

Application Process

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Application Review

Submit your CV and answer a few questions about your experience under Application.

Initial Conversation

A 20-minute call to discuss your background, our needs, and mutual fit.

Work Test

A 90-minute practical assignment where you’ll tackle a real operations challenge similar to what you’d handle in this role.

This helps us see how you think, document, and execute-and helps you experience what the work is really like.

Final Interview

Deep dive into your work test, discuss compensation and start date, and address any remaining questions from both sides.

Work Trial

We give you a contracted, paid work trial for 2 months to see what it’s like to work at Outcapped, determining long-term fit for you and us.

You’ll be part of the team and do tasks as assigned. We might shorten this trial if it becomes clear that this is a fit.

Offer & Onboarding

If we’re aligned, we’ll extend an offer for a permanent contract where you’ll be client-facing.