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About the Role

We are seeking a detail-oriented individual to establish the administrative and financial foundation for our new support project focused on business succession. You will build the project administration from the ground up, manage budgets and deadlines, and ensure all documentation is complete and accessible. This role involves close collaboration with project leadership to identify and address potential issues proactively.

Responsibilities

Build a complete digital project file, ensuring timely documentation of deadlines, proofs, and materials.
Prepare administrative documentation for funding applications, reports, change requests, and utilization proofs.
Monitor the project budget, maintain cost centers and account assignments, and generate regular planned-vs-actual analyses.
Prepare accounting and billing-related documents and coordinate with management and external tax advisors.
Handle preparatory personnel administration, including contracts, project assignments, working time changes, vacation, and relevant documentation.
Ensure complete participant lists, consent forms, event documentation, and billing-related data.
Manage contracts, invoices, participation fees, and outstanding receivables, flagging deviations or risks early.
Develop clear templates, checklists, and digital processes for efficient and reliable administrative tasks.

Requirements

Minimum of three years of practical experience in commercial administration, accounting, project administration, or grant management.
Proficient knowledge in accounting, invoice verification, document assignment, and cost control.
Experience with deadline, document, and proof management.
Very good knowledge of Excel or comparable spreadsheet software.
Ability to identify financial and administrative discrepancies early and resolve them systematically.
Very meticulous, reliable, and independent work style.
Excellent written German and clear, assertive communication.
Secure and discreet handling of confidential personnel, financial, and participant data.
Willingness to thoroughly familiarize yourself with funding conditions and digital funding systems.
Reflective and data protection-compliant handling of digital tools, automation, and AI.
Ability to see tasks through to completion, proactively obtain missing information, and present solutions with identified risks.

Skills

Commercial Administration
Accounting
Project Administration
Grant Management
Bookkeeping
Invoice Verification
Cost Control
Deadline Management
Document Management
Proof Management
Excel
Spreadsheet Software
Financial Analysis
Administrative Process Development
Digital Process Development
Personnel Administration
Contract Management
Risk Management
Communication
Data Privacy
Digital Tools
Automation
AI

Location

Berlin

Work Type

Part-time
Mobile working
Hybrid

Experience Level

Minimum three years of practical experience

Education Level

No specific educational or study degree is decisive; relevant experience is key.

Benefits

A responsible role in a newly established project with recognizable social and economic benefits.
Significant scope for shaping project administration and reliable digital processes.
Direct collaboration with project leadership, short communication channels, and the opportunity to integrate risks into decision-making early.
A flexible part-time model with predominantly mobile work and occasional in-person meetings in Berlin.
Modern and appreciative collaboration where commitment, personal responsibility, and meticulous work are genuinely valued.
The prospect of continued collaboration beyond the initial three-year project duration, taking on additional responsibilities for other projects with the established structures.

About the Company

NDF is the brand specializing in funding for Key Progress Makers Advisory GmbH.
We primarily work with startups and innovative companies seeking financing for new products, technologies, or business models.
We help them identify funding potential and structure ambitious projects from idea to viable implementation.
We are applying this expertise to our own publicly funded project focused on business succession.

Equal Opportunity

We welcome applications regardless of gender or gender identity, ethnic or social origin, religion or belief, disability, age, or sexual identity. Competence, motivation, and the perspective you bring to the project are decisive.