Accounts Payable & Administrative Coordinator
We are seeking a proactive and detail-oriented Accounts Payable & Administrative Coordinator to join our dynamic team. This multifaceted role combines accounts payable, finance administration, and administrative support responsibilities to ensure smooth daily operations and exceptional service for our customers and internal stakeholders. The ideal candidate is intermediate in German and comfortable communicating with building management, external vendors, and cross-functional teams.
This is a full-time, permanent position reporting directly to the Finance/Admin Manager. The role is based in Berlin, Germany.
RESPONSIBILITIES:
Finance and accounting
* Bank Reconciliations: Reconcile three company bank accounts:
* A/R support for income from Sponsorship, Marketing package sales
* Cash Application: Apply incoming customer payments to open invoices in coordination with the global accounting team.
* Vendor Payments: Initiate and process vendor payments, ensuring timely execution and complete documentation.
* Purchase Authorization Management:
* Record Purchase Approvals (PAs) in the system for internal tracking.
* Coordinate approval flow with senior finance team members
* Track ~30 PAs monthly to support proper accruals during close.
* ERP Support: Maintain vendor records, assist with onboarding, and support vendor updates in the system.
* Audit Coordination: Support internal and external audit processes by preparing AP-related reports and documentation.
Administrative & Office Support
* Serve as the primary point of contact for Berlin office operations, including communication with building management.
* Liaise with external vendors and service providers to ensure smooth day-to-day support.
* Manage incoming mail, supplies inventory, and general office upkeep.
* Assist in organizing finance files, legal documents, and compliance binders for internal or audit use.
* Prepare and manage meeting rooms, internal meeting scheduling, and visitor support.
* Coordinate team-building activities and employee events (approx. 3–4 per year), including catering and vendor coordination.
REQUIREMENTS:
* Proficiency in German and in English (spoken and written);
* At least 1 year of finance administration or office assistant experience;
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint);
* High attention to detail and accuracy, particularly in financial data handling and invoice processing;
* Strong organizational skills and communication skills via in-person, via email and phone;
* Proven ability to work independently while also collaborating effectively with international teams;
* Ability to take initiative and learn new system updates.
Job Types: Full-time, Permanent
Pay: 45.000,00€ per year
Ability to commute/relocate:
* 10587 Berlin: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
* Are you eligible to legally work in Germany?
Language:
* German (Required)
Work Location: Hybrid remote in 10587 Berlin