The posting
Your mission
The Accounts Payable (AP) Administrator manages the entire invoice-to-payment cycle, from receipt and verifying invoices incl. expense reports, to ensuring authorized approvals are given, and timely vendor payments can be made. It includes any support to our internal stakeholders, and when required, alignment with our vendors of any kind, e.g. credit note requests.
The role is essential for supporting our financial reporting and will ensure adherence to internal controls and regulations. The AP administrator acts as a key link between our internal departments, our suppliers, and the finance team. The AP administrator has strong attention to detail, is very accurate in data entry, and is very professional in his/her communication to stakeholders.
As we are building up the team, the number of activities and responsibilities will grow in due time, and the AP administrator will also contribute to the introduction and implementation of efficiency in our processes and tools.
Key Responsibilities (listed but not limited to)
- Invoice Processing: Receive, verify vendor invoices and expense reports for both German and U.S. entities. Ensure the approval process is processed & invoices are posted are prepared for payment. Resolve discrepancies or disputes.
- Payment Management: Prepare payment run proposal*, to ensure our vendors can be paid in time. Send remittances if required.
- Master Data Management: Vendor & other financial master data creation/maintenance*
- Data Reporting: Generate reports when required for internal use or audit purposes
- Month-End Support (& Quarter/Year - end): Assist with journal entries (accruals)* and month-end closing activities for both Germany and the U.S. incl. reconciliations of vendor statements, credit card receipts, accounts payable ledger, and audit-ready documentation.
- Compliance: Ensure adherence to company policies and local accounting regulations and internal controls.
- Contracting process: Ensure internal contract approvals are managed and documented (budget/legal/finance) before signature process starts. Coordinate maintenance and accuracy of central contract repository
Your profile
A hands-on, proactive, open character that likes to build up towards a professional next step for our financial and administrational processes.
- Understanding of basic accounting principles & knowledge of legal rules regarding invoices
- 3+ years of experience in Accounts Payable within an international organization, ideally in biotech, pharma, or life sciences (preferred but not a must).
- Solid understanding of German GAAP (HGB) and U.S. GAAP, including VAT and sales/use tax.
- Focus on accuracy and attention to detail.
- Strong skills in Excel and Microsoft Office applications.
- Experience with DATEV and digital invoice management tools is a preference.
- Excellent organizational and time management abilities
- Fluent in German and English, both written and spoken.
Personal Attributes
- Proactive and dependable: takes ownership to ensure accurate, timely results.
- Problem-solving for resolving invoice discrepancies.
- Analytical and detail-oriented, with a commitment to continuous improvement.
- Collaborative and communicative, with a strong service mindset toward internal stakeholders and external vendors.
- Process-driven with a focus on accuracy, efficiency, and compliance.
Why us?
- The opportunity to contribute to the clinical development of a promising, innovative cancer therapy.
- A collaborative and purpose-driven team environment.
- Flexible working arrangements, including partial remote work while maintaining regular on-site collaboration.
- A secure, permanent employment contract with competitive compensation and attractive employee benefits.
