Administrative Assistant

• Prepare, organize, and maintain regulatory, accounting, and management reporting records and documentation.
• Manage employee expense processes through SAP Concur, including verification of expense claims, compliance checks with internal policies, and coordination with employees and managers regarding documentation and corrections.
• Support daily accounting and bookkeeping activities, including invoice handling, reconciliations, and administrative finance tasks.
• Provide administrative and operational support to members of the Finance & Reporting team.

Finance & Reporting Administrative Associate

• Act as the primary point of contact for providing administrative and organizational support to the Policy & Performance Unit
• Manage calendars, schedule meetings, and coordinate travel, visa arrangements, and event logistics for team members and stakeholders
• Prepare meeting agendas, take accurate minutes, and follow up on action items for internal and cross-functional discussions
• Maintain and organize physical and digital files, records, and documentation to ensure accessibility and accuracy
• Support budget tracking activities, including processing invoices, expense statements, and preparing financial overviews
• Assist in the creation of presentations, reports, and dashboards for leadership and key stakeholders
• Maintain and update databases, project trackers, KPIs, and internal tools such as SharePoint
• Facilitate effective communication between teams and external partners, ensuring timely information flow
• Handle confidential information with professionalism while ensuring adherence to organizational policies and procedures

• As the first point of contact at the agency, your positive and courteous manner makes people feel welcome in every situation.
• You handle employee matters confidentially in personnel administration, for example preparing employment contracts and processing vacation requests and sickness notifications.
• You coordinate and support personnel processes such as feedback meetings, the preparation of employment references, and other personnel-related arrangements in day-to-day agency operations.
• You review and evaluate applications, contact candidates, coordinate appointments for (video) interviews, and help ensure a successful start in their desired role.
• In cooperation with management, you arrange our internal and external events.
• You organize business trips, including booking and expense reconciliation.
• You manage our employee data and maintain our HR tool to keep data and documents up to date.
• You are responsible for permanent boarding (onboarding, ongoing and offboarding).
• You are also the internal contact person for operational IT topics, coordinating technical setups, access rights, hardware and IT onboarding/offboarding, and liaising with external service providers.
• In collaboration with our colleague in Controlling, you also support accounting.

Office Manager

• Organisation und Koordination des Bürobetriebs
• Verwaltung der Geschäftsbücher und Durchführung von Buchhaltungsaufgaben
• Durchführung von Kontenabstimmungen und Überwachung des Zahlungsverkehrs
• Unterstützung bei der Budgetplanung und -überwachung
• Vorbereitung von Berichten und Analysen für die Geschäftsleitung
• Zusammenarbeit mit Steuerberatern und Wirtschaftsprüfern
• Optimierung interner Prozesse und Implementierung von Best Practices
• täglicher kurzer Besuch des ZAUBAR-Büros in der Nollendorfstraße in Schöneberg für Kommunikation mit Facility, für Paketannahme, etc. - ansonsten Arbeit von zuhause
• Organisation von einfachen Team Events

Bookkeeping Office Manager

• organize day-to-day back-office operations and support the Managing Director with administrative and commercial tasks
• maintain master data, files and internal reports
• coordinate the vehicle fleet, manage lease agreements and support branch projects
• structure and continuously improve existing processes
• act as the central point of contact for internal and external stakeholders

• Organisation des Büroalltags und Unterstützung bei der Vorbereitung von Meetings
• Administrative Unterstützung der Consultants bei Planung und Koordination von Bau- und Immobilienprojekten
• Koordination interner Termine und zentrale Schnittstelle für Ansprechpartner
• Strukturierte Ablage sowie Unterstützung bei der Erstellung von Präsentationen
• Unterstützung des Teams bei administrativen Aufgaben

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Office Manager – Projektassistenz Bau- & Immobilienberatung