Office Manager (m/w/d)

We are looking for an engaged Office Manager (m/w/d) who will accompany our administrative processes in a structured manner. If you like to work independently, enjoy numbers and organization, and want to be part of a warm environment, we would be very happy to get to know you.

• Institution: Kita Villa Milla
• Focus: Accounting (submission to tax office) – Parent contributions/Messaging – Contract management Parents – ISBJ (Senate system)
• Job scope: Part-time, up to max. 20 hours/week
• Start date: 01.03.2026 (1-year fixed-term contract)
• Workplace: Mainly home office, supplemented by presence in the institution/office as needed (file inspection)
• Vocational supervisor: Management
• Collaboration with: Institution management, pedagogical team (admissions/withdrawals/care scope), tax office, and parents/guardians

Tasks

Accounting / Submission to Tax Office

• Weekly processing of incoming invoices and preparation of payment transactions (Lexware)
• Preliminary preparation and documentation of documents for the tax office
  (No independent conclusion or tax responsibility)

Parent contributions & Messaging

• Monthly control of approximately 150 payment entries
• Assignment and clarification of outstanding payments
• Sending of reminder letters and messages
• Dokumentation of stages and communication with parents via Kita-App

Contract management Parents

• Creation and organization of care contracts including attachments
• Control of the signature process and tracking of outstanding contracts
• Digital and physical filing of contracts, including versioning and archiving
• Processing of contract changes and terminations
  (approximately 25 contract starts and approximately 25 contract ends per year)

ISBJ (Senate system)

• Entry of contract data at the latest 4 weeks after signature
• Prompt cancellation upon contract end
• Safeguarding data quality and documentation

Reporting & Administration

• Monthly evaluation from Commitly for management
• Plausibility check and prompt forwarding
• Data-protective documentation and communication

Work model

• Mainly home office possible
• Presence dates as needed for file inspection
• A fixed weekly day with an early start will be coordinated to process parent inquiries promptly

Qualification

Fundamental requirements (Must)

• Completed commercial training or equivalent qualification
• Practical experience in classical accounting or accounting-related tasks
• Very good German language skills in writing and speaking
• Safe handling of digital working tools, ideally Lexware experience

Desirable (Can)

• Experience in messaging or debt collection
• Experience in contract and document management
• Experience with specialized software like ISBJ or similar systems
• Experience with process changes (e.g., digital signatures)

Personal competencies

• Very meticulous, structured, and deadline-oriented work style
• Bonding and friendly communication
• Discretion, reliability, and sense of responsibility

Work tools & systems

• Lexware (invoicing/creditors, account reconciliation)
• Commitly (monthly evaluation)
• ISBJ (Senate system)
• Kita-App for parent communication
• Institutional software for contract and document management

Responsibility:

• Prompt processing of invoice and contribution processes, including messaging
• Vollständige Vertrags- und Dokumentenführung (digital & physisch)
• Correct ISBJ entry and cancellation

Limits of the position:

• No independent conclusion or tax responsibility
• No legal advice to parents (special cases at management level)
• Payments only after internal approval process

Benefits

We offer you a flexible work model with mainly home office, a valued working environment, and a responsible job with much independence in a family-like kindergarten atmosphere.

If you feel addressed, we would be very happy to receive your application and look forward to welcoming you soon to our team at Kita Villa Milla.

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