Administrative Coordinator, Part-Time

Role Overview

• Obtain visa approvals for incoming invoices.
• Collect credit card receipts and create a summary table.
• Monthly FTE reporting in Personio for the enovetic group HR.
• Draft contracts for clients.
• Send invoices and payment reminders.
• Manage the central email inbox.
• Manage incoming mail (ePost).
• Execute two payment runs per month: salaries, taxes, rent and service providers.
• Coordinate with the local trustee/accountant (communication in English; limited written exchange).
• Document processes in Confluence.
• Support employee onboarding and offboarding.
• Manage the kollabo plugin in Claude (or another AI tool) with support from the supervisor.
• Manage file storage (currently Google Drive).

Requirements

• Completed commercial apprenticeship (EFZ) or equivalent qualification.
• Professional experience in an administrative/office role, ideally with exposure to accounting, accounts receivable/accounts payable or payment transactions.
• Excellent German (native or equivalent) and good English for communication with the trustee in Kosovo.
• Structured, reliable and independent working style — you bring order to recurring processes and meet deadlines consistently.
• Discretion handling financial and personnel data.
• Affinity for digital tools and openness to AI-supported automation (no prior experience required; tools in use include bexio, Claude, Slack, Salesforce).

Benefits

• A part-time position (20–30%) with maximum flexibility: you set your own working hours.
• Timely handling of critical requests is important, e.g., contract drafting.
• Primarily location-independent work — remote or hybrid, with a structured onboarding and occasional on-site days in Rotkreuz.
• Lean, well-defined processes and modern AI-supported tools that take care of routine tasks.
• Flat hierarchies, short decision-making paths and an open, first-name culture.
• The stability of an established corporate group combined with the spirit of a growing tech company.