Finance and Administrative Coordinator

vor 2 Wochen

Berlin, Deutschland Linden Global Learning Support Services UG Vollzeit
Job description

Finance & Administrative Coordinator in Berlin

Full-time or Part-time (80%)


9 of 10 international schools globally report that they do not have the resources to support the diverse needs of all learners. We are on a mission to change that.


Who WE Are:

From Berlin, the heart of Europe, to international schools and students around the globe, we offer tailored, comprehensive support to ensure the academic success and emotional well-being of all learners. Our diverse team of educators, therapists, and psychologists are committed to helping young people thrive and reach their highest potential, socially, emotionally, and academically.


Who YOU Are:

YOU LOVE DATA – You are a spreadsheet pro and love playing with numbers. Not only can you compile data, but you also coordinate and innovate the way you work with information and data in Excel or other tech software.

YOU LOVE HELPING PEOPLE – You always go the extra mile to provide support to clients and colleagues. You have strong communication and collaboration skills, ensuring that systems and processes are human-centered.

YOU LOVE SOLUTIONS – You are ready to roll up your sleeves and get stuff done Taking initiative, you find proactive solutions to problems. You are energized by working in a growing, agile company with various needs, deadlines and projects.

YOU REALLY LOVE SYSTEMS – You enjoy organizing information and can work quickly and accurately with a high level of detail. You know how to plan your time and prioritize tasks throughout your week, finding ways to work more efficiently.


As Finance & Administration Coordinator you play a core role in our organization. You are responsible for facilitating the monthly financial controlling and accounting processes alongside the Finance & Operations Manager, as well as carrying out administrative functions of the company.

You will oversee and implement human-centered automations and manual processes to create the best possible client experience around all payment and invoicing processes. As a core member of the Linden team, you are expected to work with utmost kindness, confidentiality, professionalism, warmth, and genuine care for our students and customers. As a growing young company, this role will grow with you and the team.

You will meet weekly with our Finance & Operations Manager to examine workload and to prioritize projects.


Your responsibilities will include but are not limited to:


Financial Management & Controlling (75%)


Financial Management and Communication

Manage all accounting and controlling operations including Billing, Accounts Receivables and Payables, Cost Accounting, Account Reconciliation, and Revenue Recognition for B2C as well as B2B customers with the support of our external accountant.

  • Coordinate the preparation of regulatory reporting and audits
  • Ensure quality control over financial transactions and financial reporting
  • Serve as main point of contact for all client & staff requests about billing, payments, invoices and wages, ensuring superb quality communication and reactivity
  • Manage freelancer invoicing and payroll payment processes
  • Manage budgets for special projects
  • Support Finance and Operations Manager with company KPI and OKRs, monthly projections, and reporting
  • Explore cost-saving opportunities (vendors, partnerships, softwares, bulk purchase)
  • Streamline, develop, and document business processes and accounting policies to maintain and strengthen internal controls
  • Coordinate the B2B billing (e.g., insurance companies, public agencies)


Administrative responsibilities

  • Tracking of limited client services contracts (e.g., limited duration insurance-based services)
  • Preparation and monitoring of contracts for assessments, special B2B projects, and confidentiality waivers
  • Manage special pricing and promotional offers
  • Explore and recommend new IT solutions and softwares to optimize daily operations


Office Coordination (25%)


Admin and Office

  • Overseeing postal correspondence and general phone communication
  • Manage office supplies including inventory, overview, and purchasing of office supplies.
  • Coordinate with designers to print marketing materials
  • Lead the team in hospitality: reception, welcoming clients as well as office aesthetics
  • Manage coordination of keys and office opening/closing schedules
  • Coordinate and book travel for Linden staff
  • Facilities management- Supervise minor repairs in the office, internet, safety, cleaning contracts, systems, furnishing


What YOU bring:

  • Financial Management: Experience in financial management tasks ( budgeting, invoicing)
  • Educational Background and Experience: You possess a degree in accounting, finance, controlling, or business administration with 2 to 5 years of professional experience in controlling, budgeting, or finance management.
  • Communication Skills: You have strong verbal and written communication and interpersonal skills in English and German (ideally C1).
  • Positive Attitude: You have a positive attitude and a solutions-oriented mindset
  • Organizational Skills: You have excellent time-management and administration skills. You are able to prioritize tasks and manage multiple deadlines
  • Team player: You love to collaborate with the team and can work effectively within a team as well as independently.
  • Proficiency in Accounting Software: Experience with accounting softwares for financial tasks such as DATEV is a plus.
  • Attention to Detail: You are detail oriented and analytical. You love working with numbers, and data.
  • Language Proficiency: English and German language skills (C1 level). Any other additional language is a plus
  • Additional Skills and Knowledge:
  • Understanding of VAT/tax-related issues is a plus
  • Understanding of the German tax landscape is a plus


What WE offer:

  • Purpose & Impact: Your work has a direct positive impact on children's lives. Your voice matters, and we value feedback and collaborative work. You will have the opportunity to actively shape the development of our company.
  • Professional development: We support your professional growth because we firmly believe that learning and your personal and professional development are the key to our shared success
  • International Dream team: Work with a highly motivated, kind-hearted international team and expand your professional network by collaborating with our experienced team of global innovators and champions of student inclusion
  • Work-Life Balance: Flexible working hours with possibility of remote work
  • Open company culture: We love celebrating our achievements Every week we have our celebratory breakfast and a fun uplifting work environment. We embrace new ideas and perspectives with enthusiasm, curiosity, and kindness.

Additional benefits: Choose from mobility ticket (Deutschland Ticket), a sports membership, a bike lease, or an all-expense card (topped up with 600 euros per year)


Our commitment to inclusion, equity and belonging.

We welcome applicants from all corners of the globe who share our values and can contribute to our mission. People from BIPOC, LGBTQ+, and other underrepresented communities are strongly encouraged to apply. Even if you don't see a perfect match, if you believe you're a strong candidate, please don't hesitate to apply.

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