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Open nowFirst seen 6 days ago

Head of Operations - Administration (all genders)

Lingoda12 open roles

Where
Berlin, Germany, Remote
Work mode
Remote
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Your applicationOpen nowHead of Operations - Administration (all genders)Lingoda · Berlin, Germany, Remote

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This job: first seen 6 days ago

The posting

About Lingoda

Founded 12 years ago, Lingoda addresses a pressing global challenge: meeting the demands of growing economies and aging populations through the mobility of global talent. Driven by its mission "to empower global talent with the language, cultural, and technical skills for integration and success", Lingoda has established itself as a leader in education.

What We Do

Lingoda’s highly effective Small Group Learning Model is delivered via over 800,000 classes a year, powered by 2,400 qualified teachers and a unique proprietary curriculum designed to help learners achieve their goals, whether that be career progression or integration into a new country.

Who We Serve

A rapidly growing and ambitious company, Lingoda operates in both B2B and B2C: while the B2B business has a strong focus on the healthcare sector in Germany and a credible ambition to expand into other professions and geographies, Lingoda’s B2C business has a global presence, teaching German, English, Spanish, French, and Italian to students worldwide.

Learning a language with Lingoda is a rewarding experience, made possible by us Lingodies who support our students every step of the way. We’re committed to living the learning journey alongside them to create a world of connection and opportunity.

Why Join Us? Joining Lingoda means becoming part of a team that's committed to getting better, together. We foster and inclusive culture of bravery, curiosity and growth, where insight turns into actions, and every team member contributes to igniting positive change

Be part of our journey to transform lives through Education!

We are seeking an Head of Operations - Adminstration (all genders) based in Berlin, Germany.

Mission As Head of Operations - Administration, you own everything that gets our B2B / Health learners from "ready" to "exam passed." That means planning and scheduling Kenntnisprüfungen and other exams as early as possible, and running the course and exam logistics behind every course start and every exam. You build a lean, reliable and cost-efficient function that you steer through KPIs and data. You actively redesign it so that more of the work is done by automation and AI agents and less by manual coordination.

Within your first year, you also take over leadership of our Quality Management function. From then on, you are accountable for the quality and certification standards of Health operations (AZAV, BA/SGB requirements).

Scope Exam Planning (KP Planung): end-to-end planning and scheduling of exams with authorities, exam partners and learners, including adherence to the exam corridor (Prüfungskorridor) and management of exam partner relationships, capacity and cost.

Health Ops administrative processes (Course & Exam Logistics): accurate, timely and compliant execution of all administrative and logistical workflows around course starts and exams. The function is steered through KPIs such as accuracy, SLA fulfilment, throughput, backlog and compliance risks, with a clear focus on lean, scalable operations through automation.

Quality Management (phased, within the first year): leadership of the QM team, ownership of the quality management system, SOPs and compliance checks, and accountability for successful AZAV certification and re-certification audits. The exact timing of the handover depends on your onboarding progress.

Key Performance Indicators

  • Cost per Exam: total cost per exam (exam fees, partner costs, logistics, travel and equipment) within the defined target, reduced over time through partner selection, planning and process efficiency.
  • Exam Planning Speed: time from exam readiness to confirmed exam date, with exams scheduled as early as possible.
  • Exam Corridor Adherence: share of exams held within the defined Prüfungskorridor.
  • Pass Rate Contribution: exam planning and partner choice that support high pass rates, in close collaboration with Teaching and Course Delivery.
  • Administrative Processes Performance: accuracy, SLA fulfilment, throughput, backlog and compliance risks in Course & Exam Logistics, with no course start or exam delayed by logistics.
  • Quality and Compliance (from QM handover): audit readiness, successful AZAV certification, and closure rate of compliance findings.

Key Responsibilities

  • Strategic Leadership: lead the Exam Planning KP and Course & Exam Logistics teams through their Team Leads in a double-hierarchy setup. You set clear KPI-based goals per area, derive structural improvement measures from data and forecasts, and continuously adapt processes, structure and tooling.
  • People and Performance Management: hold disciplinary responsibility for your leadership team, including goal setting, regular feedback, development plans and, where necessary, corrective measures. You make sure the same standards are applied consistently across your teams.
  • Exam Coordination: Evaluate and develop the exam partner network on capacity, cost and outcomes.
  • Cost Efficiency: own the full cost of exam delivery, including exam fees, partner costs, logistics, travel and equipment, and drive it down through partner selection, planning and process efficiency.
  • Logistics Operations: ensure KPI-based steering of Course & Exam Logistics, identify operational risks and underperformance early, and initiate corrective measures. You keep workflows, priorities and resources aligned for stable, efficient course and exam logistics. Quality and Compliance (from QM handover): own the QM system, SOPs and internal audits, prepare and defend external audits, and ensure compliance with AZAV and BA/SGB requirements across Health operations.
  • Operations Transformation: shape how we work with automation and AI, together with your teams. You identify where AI agents can take over repetitive, manual tasks, so that people can focus on the work where their expertise makes the difference: complex cases, stakeholder relationships and quality. You make the impact visible and make sure quality and compliance stay intact along the way.
  • Data-Driven Management: define and track KPIs and use dashboards, analyses and forecasts to steer the function and surface risks early.
  • Cross-Functional Collaboration: work closely with Course Delivery, Teaching, Sales/Account Management, Finance and external stakeholders (authorities, exam partners, BA) to keep learners on track.

You bring to Lingoda

  • A degree in a relevant field (e.g., Business Administration, Operations Management, Healthcare Management).
  • 3–5+ years in operational leadership, ideally leading teams of 15+ (direct/indirect) through team leads in scaling service or operations environments.
  • Industry knowledge is a strong plus: exam planning and the recognition of international nurses in Germany (Anerkennung, Kenntnisprüfung).
  • Experience with AZAV / SGB III or quality management systems (e.g., ISO 9001), or a clear willingness to build it quickly.
  • A proven track record in KPI-based steering of operations teams, using metrics such as SLA, throughput, backlog and quality.
  • Experience in process redesign and automation, with hands-on curiosity for AI tools and agentic workflows.
  • Experience in vendor/partner management and cost optimisation.
  • Change management experience, including leading teams through restructuring and new ways of working.
  • Excellent communication skills in German (C1) and English (C1).

What You Bring to Our Culture A builder's mindset: you simplify, automate and question the status quo. You stay calm and structured in time-critical situations, and you take ownership of outcomes rather than tasks. You care deeply that our learners can start their professional careers in Germany.

What you can expect from Lingoda:

What We Offer The chance to shape a core function of Lingoda Healthcare and build one of the first agentic operations teams in the sector. You join a dynamic, international team with flexible working hours and the option to work remotely or from our Berlin office. We also offer free language courses, regular team events, and opportunities for professional development.

Benefits:

  • Approachable leaders and transparent communication - every voice counts at Lingoda!
  • Company events and colleagues who are always happy to socialise + budgets towards team building events!
  • An inclusive environment with great team spirit and passion for languages
  • A well-structured and exciting onboarding process to set you up for success!
  • The possibility to work remotely from your home or in the office located in the heart of Berlin
  • Learning & development opportunities
  • Free access to our language classes
  • Mental Health programs
  • Corporate benefits & pension funds
  • 30 vacation days per year
  • Free snacks & drinks at the office
  • The modern hardware necessary for your work (n/a for freelancers)
  • Flexible working hours

Are you ready to lead our exam delivery? Send us your resume! We look forward to hearing from you.

Contact: Megan ([email protected])

Lingoda is dedicated to promoting diversity and inclusion in the workplace. As an equal opportunities and affirmative action employer, we strive to create a workforce that reflects the diversity of our user base. Our commitment ensures that every applicant is assessed on the basis of their skills and qualifications, regardless of age, gender identity, ethnicity, sexual orientation, disability, or religion.

We ask that you please apply directly via the link provided in the job description or directly on our website. Due to GDPR regulations, applications sent otherwise will not be considered.

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