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About the Role

The Kita Villa Milla in Berlin Lichtenberg is seeking a dedicated Office Manager to structure and support administrative processes. This role is ideal for someone who enjoys independent work, has a knack for numbers and organization, and wishes to be part of a supportive environment.

Responsibilities

• Process incoming invoices weekly and prepare payment transactions using Lexware.
• Perform formal invoice checks and reconcile with management.
• Regularly reconcile accounts and maintain structured document filing.
• Prepare and document materials for the tax office.
• Monitor approximately 150 monthly payments and allocate/clarify outstanding payments.
• Independently send payment reminders and overdue notices.
• Document dunning levels and communicate with parents via the Kita app.
• Create and organize childcare contracts, including attachments.
• Manage the signature process and follow up on outstanding contracts.
• Maintain digital and physical contract files, including versioning and archiving.
• Process contract modifications and terminations.
• Enter contract data into ISBJ (Senate system) within 4 weeks of signing.
• Process timely deregistration upon contract termination.
• Ensure data quality and documentation within ISBJ.
• Generate monthly evaluations from Commitly for management.
• Perform plausibility checks and timely forwarding of reports.
• Ensure data protection compliant documentation and communication.

Requirements

• Completed commercial apprenticeship or comparable qualification.
• Practical experience in classic accounting or bookkeeping.
• Very good German language skills, both written and spoken.
• Proficient use of digital work tools.
• Experience in dunning or receivables management is desirable.
• Experience in contract and document management is desirable.
• Experience with specialized procedures like ISBJ or comparable systems is desirable.
• Experience with process changes (e.g., digital signatures) is desirable.
• Very careful, structured, and deadline-oriented way of working.
• Reliable and friendly communication.
• Discretion, reliability, and sense of responsibility.

Skills

• Lexware (invoice entry/accounts payable, account reconciliation)
• Commitly (monthly evaluation)
• ISBJ (Senate system)
• Kita app for parent communication
• In-house software for contract and document management

Location

• Berlin Lichtenberg

Work Type

• Part-time
• Home office
• On-site as needed

Experience Level

• Up to 20 hours/week

Education Level

• Commercial apprenticeship or comparable qualification

Benefits

• Flexible work model with predominantly home office.
• Appreciative work environment.
• Responsible role with significant independence.
• Family-like Kita atmosphere.

About the Company

• Kita Villa Milla in Berlin Lichtenberg thrives on a culture of mutual appreciation in both daily educational activities and administration.
• The facility is committed to ensuring reliable operations behind the scenes.