Accounting & Office Manager (m/w/d)

ZeroPhase GmbH; München; Hybrid; EUR 60.000 - 80.000; Vollzeit

Zusammenfassung

ZeroPhase GmbH is seeking a hands-on finance professional to own accounting, tax compliance, payroll coordination, and legal administration.

The role blends administrative finance with operational duties: contracts, vendor management, HR administration, and the infrastructure a growing defence company needs done properly.

You will influence processes and help reduce dependency on external advisors over time.

Qualifikationen

• Completed training or degree in accounting or business administration (e.g., Steuerfachangestellte/r, Finanzbuchhalter/in, or equivalent).
• 2 to 5 years of hands-on finance or accounting experience, ideally in an SME or startup.
• Strong command of German tax law, VAT, and payroll processes; comfortable with DATEV.
• Sufficient legal literacy to review standard contracts and flag what matters.
• Autonomous, precise, and comfortable owning a function without a team.
• Fluent German and solid working English.

Aufgaben

• Own the books: Day-to-day bookkeeping, invoicing, VAT returns, bank reconciliation, and expense compliance.
• Drive payroll: Coordinate monthly DATEV workflow, manage social insurance, and payroll filings.
• Manage tax and compliance: Prepare Umsatzsteuervoranmeldungen, liaise with Finanzamt, and coordinate annual statements with Steuerberaterin.
• Handle contracts and legal: Draft/review NDAs, Beratungsverträge, supplier agreements, and employment contracts.
• Run HR administration: Onboarding/offboarding paperwork, personnel files, Krankenkassen coordination, and government filings.
• Manage vendors and office: Supplier onboarding, insurance, equipment, subscriptions, and facility administration.

Kenntnisse

DATEV proficiency

Payroll processes

German tax law knowledge

Contract review

Autonomy

English communication

German language

Ausbildung

Accounting or business administration degree

Tools

DATEV

Jobbeschreibung

You will own accounting, tax compliance, payroll coordination, and legal administration, and over time build the in-house financial competence that reduces our reliance on external advisors. Half of this role is pure administrative finance. The other half is operational: contracts, vendor management, HR administration, and the administrative infrastructure a growing defence company needs done properly.

What you'll do

• Own the books. Day-to-day bookkeeping, invoicing (§14 UStG), VAT returns, bank reconciliation, and expense compliance.
• Drive payroll. Coordinate the monthly DATEV workflow, manage social insurance (GKV/PKV), and handle payroll-related filings.
• Manage tax and compliance. Prepare Umsatzsteuervoranmeldungen, liaise with the Finanzamt, and coordinate annual statements with our Steuerberaterin, with the goal of owning more in-house over time.
• Handle contracts and legal. Draft and review NDAs, Beratungsverträge, supplier agreements, and employment contracts. Know when to elevate and manage the relationship with external counsel.
• Run HR administration. Onboarding and offboarding paperwork, personnel files, Krankenkassen coordination, and government filings.
• Manage vendors and office. Supplier onboarding, insurance, equipment, subscriptions, and facility administration.

What we're looking for

• Completed training or degree in accounting or business administration: Steuerfachangestellte/r, Finanzbuchhalter/in, or equivalent.
• 2 to 5 years of hands-on finance or accounting experience, ideally in an SME or startup.
• Strong command of German tax law, VAT, and payroll processes. Comfortable in DATEV.
• Enough legal literacy to review a standard contract and flag what matters.
• Autonomous, precise, and comfortable owning a function without a team around you.
• Fluent German; solid working English.

How the hiring process works

• Intro call. 30 minutes with our recruiting team. We'll learn about your background, and you'll learn about the mission.
• Deep dive. A working session with the founding team on a real financial or administrative challenge we're facing right now.
• Case study, in Munich. A visit to the office to walk through a tangible problem set, in person if you can make it or over Teams if you can't.
• The offer. By now you've likely already met our CEO. This round is where we make it official: fast, transparent, and built around the mission.