Team & Office Manager

Job description

 

The Office Manager is responsible for various internal projects, with a hand in office organisation, recruitment, invoicing, bookkeeping, HR and administration/documentation. The Office Manager also performs some duties as Executive Assistant to the Founder.

The Office Manager works closely with the Managing Director and Accountant to create and manage systems and procedures for the smooth and efficient running of the company.

 

Office Organisation

  • Checking office related email inbox

  • Check postbox/digital postbox and deal with any post

  • Office snacks order

  • Order office supplies/computer accessories

  • Scheduling meetings for team

  • Booking travel/accommodation for any staff trips

  • Recording and sharing of login details

  • Getting other contracts signed and filed (e.g. partnerships, suppliers, legal)

  • Filling in and organising/filing any necessary forms - administrative, governmental, private entity forms

Finance/Bookkeeping

  • Responsible for cash box, recording all cash payments with matching invoices/receipts

  • Check bank balance for incoming payments and updating payment status in invoicing software

  • Retrieving and uploading invoices not paid by transfer to our accounting program (DATEV)

  • Chase overdue payments (every 3-4 days)

  • Check credit card balance and top up if necessary

  • Setting up and keeping a record of subscriptions and direct debits

  • Uploading invoices for processing and payment

  • Making invoices, offers, and partnership contracts

  • Updating billing details on incorrect invoices

  • Communicating with company contact at bank regarding any issues that arise

  • In collaboration with Accountant, being POC for any official bodies/organisations

HR

  • Updating Paychex with new employees/salary info

  • Onboarding

  • Offboarding

  • Overseeing and updating holidays/sick/remote/events in absence sheet

Recruitment

  • Administration of recruitment (on Recruitee)

  • Posting of job ads

  • Adapting job descriptions/openings to agreement made between employee and recruiter

  • Overseeing recruitment process on recruitee inc POC for applicants

  • Arranging interviews

  • Sending confirmation and rejection emails

  • Passing contract negotiations to recruiter

Requirements

 

  • Familiarity with company tools and software

  • Accurate eye for administration and official documentation

  • Experience in scheduling would be useful but not essential

  • Ability to manage time effectively with lots of requests coming from different departments with different needs and urgencies

  • Experience with bookkeeping would be useful but not essential

  • A calm head in stressful situations

  • German & English speaking is essential

  • Work permit required