Graf Recke Stiftung

Executive Assistant

• Ganzheitliche Büroorganisation inklusive Telefon- und Empfangsservice
• Steuerung des Post- und Paketmanagements (Ein- und Ausgang) sowie Warenannahme und -verteilung
• Professioneller Empfang und Betreuung von Besucher:innen und Gästen
• Beschaffung, Verwaltung und Bestandskontrolle von Büro- und Verbrauchsmaterialien
• Verwaltung und Organisation des Schlüssel- und Zutrittsmanagements
• Einholung, Prüfung und Koordination von Angeboten für infrastrukturelle Dienstleistungen sowie Beauftragung und Abstimmung externer Dienstleister

Sekretär:in Kinder- und Jugendhilfe

Administration

• Termingerechte Leistungsabrechnung/Rechnungsstellung mit den Kostenträgern
• Budgetabrechnung/Verwahrgeldabrechnung der Wohngruppen
• Kontrolle der von den Gruppen eingepflegten Stammdaten in Vivendi
• Eingabe und Aktualisierung der Klientendaten
• Prüfung der eingereichten Kassenunterlagen und Erstellung entsprechender Protokolle
• Kontenpflege sowie Kontenklärung und Mahnwesen
• Allgemeiner Schriftverkehr und Bearbeitung der Eingangspost
• Ablage und Archivierung

Sachbearbeiter Verwaltung – Leistungsabrechnung

• Timely billing/invoicing of services with payers
• Budget reconciliation / custodial funds accounting for residential groups
• Review of master data entered by the groups in Vivendi
• Entry and updating of client data
• Verification of submitted petty cash documents and preparation of corresponding reports
• Account maintenance, account reconciliation and dunning procedures
• General correspondence and processing of incoming mail
• Filing and archiving

Administrative Specialist – Service Billing

• Comprehensive office administration, including telephone and reception services
• Management of mail and parcel handling (incoming and outgoing), as well as goods receipt and distribution
• Professional reception and support of visitors and guests
• Procurement, administration and inventory control of office and consumable supplies
• Administration and organization of key and access management
• Obtaining, reviewing and coordinating quotes for infrastructure services, and commissioning and coordinating external service providers

Secretary, Child and Youth Welfare

• Oversee, plan and manage facilities/facilities management
• Provide support in quality management
• Work closely with facility managers and church congregations
• Support during operational transfers
• Analyze and contribute to energy management

Administrative Officer, Daycare Administration

Manager

• Collaborate and coordinate with the business unit management, the leadership team and other departments of the foundation
• Implement, realize and maintain the quality management systems (Diakonie Siegel/BETA)
• Ensure quality development by continuously updating and supplementing operational procedures with involvement from the leadership team and staff through quality circles
• Introduce and manage quality-assurance measures
• Maintain digital quality manuals
• Evaluate and analyze individual business processes and key performance indicators
• A small portion of the role is dedicated to sustainability management

Quality Manager – Education, Inclusion

Sachbearbeiter:in Verwaltung, Leistungsabrechnung

• You contribute to the efficient management and operational readiness of our properties and support the department management in overseeing the sites.
• Independently manage and monitor building services systems; plan and coordinate maintenance work and legally required inspections.
• Plan, coordinate and supervise repair and maintenance measures; support special measures such as modernization projects and assist with budget planning.
• Serve as the point of contact for other departments and tenants regarding technical defects and liaise with commercial property management.

Technical Property Supervisor / Facility Manager

• Support the department head in overseeing properties and efficiently managing our real estate portfolio
• Independently manage and maintain the properties
• Prepare lease agreements, administer lease contracts, monitor rent payments and carry out rent adjustments
• Prepare operating cost statements and review the cost-effectiveness of operating expenses
• Serve as a point of contact for other departments and existing external tenants
• Prepare and maintain reports, minutes and presentations for the department management
• Support the planning and implementation of maintenance and modernization projects

Property Manager, Real Estate Manager

Controller

• Perform operational construction cost controlling and continuously develop processes
• Actively contribute to the monthly, company-wide controlling of performance presentations, including plan-vs-actual variances, KPI and balance sheet analyses
• Support the annual financial planning process and analyze year-end closing activities at the foundation level
• Independently prepare business/financial analyses and derive actionable recommendations