Finance & Office Coordinator

About the Company

We are an international company based in Germany with a small, dynamic team of eight colleagues. Our daily work culture is shaped by short decision-making paths, personal responsibility, and mutual appreciation.

Role Overview

As the Finance & Office Coordinator, you will be the organizational hub of our German office, ensuring smooth administrative operations. You will monitor finances and pending issues while providing daily support to the Managing Director and the team. Close collaboration with our international headquarters is a key part of this role.

Key Responsibilities

• Manage accounts receivable by tracking outstanding customer invoices.
• Review and pursue supplier invoices diligently.
• Prepare administrative finance documentation for the international headquarters.
• Assist in budget tracking, financial analysis, and related administrative processes.
• Maintain and verify records of invoices and payments.
• Oversee the organization of the Berlin office location.
• Serve as the contact point for landlords, service providers, and external partners.
• Order and manage office supplies efficiently.
• Coordinate meetings and prepare meeting rooms.
• Support customer visits and internal events planning.
• Ensure a professional, welcoming office environment.
• Provide administrative assistance to the Managing Director, including scheduling and travel coordination.
• Monitor tasks, deadlines, and pending matters to ensure follow-up.
• Prepare documents, presentations, and meetings materials.
• Organize team events and internal activities.
• Support HR processes such as onboarding and offboarding.
• Prepare personnel files and contracts.
• Maintain HR administrative records and act as liaison with the international HR team.
• Assist with employee benefits and related organizational HR matters.

Qualifications and Skills

• Completed commercial training or equivalent professional experience.
• Initial experience in office management, executive assistance, finance administration, or personnel administration.
• Excellent organizational skills with a methodical work approach.
• Enjoy taking responsibility and working independently.
• Proficient with MS Office applications, especially Excel and Outlook.
• Fluent in German and good command of English.

Personal Attributes

• Reliable with the ability to manage multiple topics simultaneously.
• Meticulous and proactive in anticipating upcoming tasks.
• Hands-on mentality with a proactive approach to problem-solving.
• Customer-oriented and enjoys interacting with people.
• Thrives in a small team setting and values direct communication.

What We Offer

• A varied role with significant opportunities to shape your responsibilities.
• Direct collaboration with the Managing Director.
• An international work environment with short decision-making channels.
• A small team with a family-like atmosphere.
• Opportunities for independent work and process improvement.
• Modern office space located in Berlin.
• Attractive compensation and opportunities for development.