We are currently seeking a Finance and Office Administrator to join our North America Office based in New York City. The position involves a wide array of administrative tasks and contributes to the effective running of the office operations and finances, including recording financial transactions in the accounting system, processing of payments, review and filing of supporting documents, liaising with service providers, as well as other office related administrative tasks.

Your responsibilities

Under the supervision of the North America Office Director in New York City and the guidance from the Head of Finance in Berlin, your key responsibilities will include.

Financial Accounting and Bookkeeping Functions

• Oversee day-to-day financial operations, including recording transactions accurately and timely in the accounting system. 
• Manage cash-flow monitoring, including bank balances, and bookkeeping, including the management of accounts payables (vendors) and receivables (donors/customers).
• Maintain a database with detailed records including obtaining and filing relevant supporting documents.
• Work in coordination with the Global Finance Team based in Berlin, providing information as needed.
• Coordinate the preparation of annual filings, including tax returns and financial statements, in collaboration with external accountants.
• Assist in preparing and submitting all necessary filings to ensure compliance with federal (e.g., IRS Form 990) and state (e.g., NYS Charities Bureau filings) regulations for non-profit organizations.
• Support project managers in the compilation of financial reports for donors. 
• Support project managers with budget development for proposals, tracking finances and monitoring staff allocations on projects to ensure proper financial management.
• Promote continuous process improvement, reorganization of tasks, and efficient working.

Office Administration and Operational Support

• Manage office supplies and technical equipment, including procurement and inventory management.
• Serve as the primary point of contact for accountants, lawyers, insurance providers, and other relevant stakeholders to ensure all necessary documents are updated, filed on time, and in compliance with regulatory requirements.
• Coordinate office lease renewals and oversee employee benefits renewals, ensuring cost-effective options and timely processing.
• Support project managers in logistics planning and booking of national and international trips, and help with organisation of external and internal events. 
• Develop and document operational procedures to streamline office functions and ensure efficiency.

Human Resources and Payroll Administration

• Coordinate payroll processing in partnership with external payroll providers, ensuring accurate and timely payment for all employees.
• Assist the Office Director with human resources tasks, including onboarding new employees, maintaining employee records, and working closely with our PEO service provider to ensure accurate HR processing.
• Act as a liaison with our Human Resources Department based in Berlin to ensure compliance with employment regulations.