Administrative Assistant

[Company name], an SMB in [sector] based in [city], [X] employees, [X] M€ revenue, is looking for an Administrative Assistant to support general commercial administration in the area of [sales / accounting / general].

Mission

As Administrative Assistant you support general commercial administration for [10-80] employees: order processing, invoices, correspondence, travel-expense reporting, simple accounting tasks, reception. You report to the [direct manager, e.g. Office Manager, commercial lead or managing directors].

Key responsibilities

• Order processing: entering incoming orders in the ERP, creating order confirmations, delivery documents and invoices, maintaining customer master data.
• Managing incoming and outgoing invoices: entry into the accounting system, factual review in coordination with the responsible place, preparation of the payment runs.
• Travel-expense reporting via [Circula / Spendesk / Pleo / Mooncard / Excel]: checking receipts, a plausibility check, a monthly reporting run on a fixed cutoff date.
• General correspondence: sending out order confirmations, reminders (1st and 2nd stage), standard letters to customers and suppliers; answering general queries by email and phone.
• Simple accounting tasks in coordination with accounting or the external tax advisor: receipt entry, allocating incoming payments, maintaining open items.
• Reception and general office coordination: greeting visitors in person and by phone, handling mail (incoming and outgoing), ordering office supplies.
• [Where applicable] Support in organizing small internal events (team meetings, supplier appointments, birthdays) and in maintaining the office templates (standard emails, letter templates, Excel lists).

Profile

• Required: a completed IHK apprenticeship as [Kauffrau:mann für Büromanagement / Industriekauffrau:mann / Bürokauffrau:mann / Kauffrau:mann für Groß- und Außenhandelsmanagement] or a comparable commercial training; [1-5] years of experience in a comparable role; confident use of Excel (VLOOKUP, pivot tables, conditional formatting) and MS Office (Word, Outlook); good written and spoken communication in German.
• Desired: experience with an ERP or accounting system (DATEV, SAP, Sage 100, Lexware, sevDesk, Pennylane); familiarity with a travel-expense tool (Circula, Spendesk, Pleo, Mooncard); experience in dunning or in order processing in wholesale; good English for international correspondence.
• Disqualifying: no routine with Excel beyond the basic functions; no experience with receipt entry in an ERP or accounting system; a lack of care on standard processes (invoices, travel expenses); difficulties with confidentiality on sensitive data (salaries, personnel files, customer relationships).

What we offer

• Gross annual compensation: fixed [29-40] k€ depending on training, experience and area. No structural variable component; [possibly a 13th month's salary, an attendance bonus or a profit share depending on company practice].
• Model: [full-time, hybrid 1-2 days / week on-site or a purely on-site role, based in [city]].
• Benefits: [company pension, a job ticket or bike leasing, a meal subsidy, vacation days, home-office policy, a professional-development budget, e.g. an IHK further qualification].
• Stack: [ERP and accounting system, travel-expense tool, MS Office, document management].