Entity Administrator

Position

Mission & Core Purpose

We are looking for a highly organized and detail-oriented Entity Administrator to manage the daily administrative operations of our entities in Austria, Germany, and France. Reporting directly to the CFO, you will serve as the operational bridge between our internal teams and local external advisors, ensuring that documents and communications flow smoothly and punctually. No background in accounting or tax is required: we are looking for a reliable person with strong coordination skills, great attention to detail, and multi-language fluency.

Key Responsibilities

* Document Management & Collection: Gathering and organizing month-end records (receipts, invoices, contracts, card statements) to forward seamlessly to the finance team;

* Local Point of Contact: Acting as the primary liaison for external accountants and advisors in Austria, Germany, and France, routing their requests and tracking pending items;

* Data Verification: Performing basic checks to ensure collected documents and administrative data are complete and accurate before passing them along;

* Deadline Tracking: Maintaining a single master calendar for all local administrative and regulatory filing deadlines across all three entities;

* Mail & Correspondence: Managing incoming correspondence from tax authorities, commercial registries, and local official bodies;

* Vendor & Customer Support: Handling first-line inquiries from German- and French-speaking vendors and customers (billing questions, payment confirmations);

* Team Support: Gathering weekly payables and receivables figures to assist the finance team in planning cash flow and maintaining operational visibility.

Experience & Skills

* Language Fluency: Near-native fluency (written and spoken) in German, paired with professional fluency in French and English to handle daily correspondence, calls, and documentation;

* Impeccable Organization: Strong time management skills with a disciplined approach to staying on top of recurring administrative and regulatory deadlines;

* Attention to Detail: Naturally proactive in spotting missing files, unattached receipts, or incomplete data before passing them downstream;

* Pragmatic & Autonomous: Comfortable solving routine administrative questions independently and knowing exactly when to escalate blockers to leadership or local advisors;

* Great Collaborator: Able to work smoothly across remote, distributed teams and maintain clear, positive communication with both internal teams and external partners.

Added Values

Previous experience in administrative support, operational coordination, or payroll assistance within an international context or tech scale-up environment;

Familiarity with modern digital document tools, cloud storage solutions (e.g., Google Workspace, OneDrive), and team collaboration software (e.g., Asana, Confluence, Slack).

Right to Work

At any stage, please be prepared to provide proof of eligibility to work in the country you’re applying for. Unfortunately, we can't support relocation packages or visa sponsorship.

"Come as you are"

Everyone is welcome here. Diversity & Inclusion are at our core. Far above any technical competence, we value respect, openness, and trusted collaboration. We do not tolerate intolerance.

ESG

At team.blue, our commitment to caring for the environment and each other is at the heart of everything we do. Our latest impact report showcases our ongoing ESG efforts and ambitious sustainability goals. Interested in learning more about our dedication to making a positive impact? Check it out here.