Administrative Assistant (Accounting) (m/f/d)
Location: River Academy Headquarters (Cologne)
The Administrative Assistant (Accounting) reports directly to the Operations Manager and works closely with the management team of the River Academy.
This job description covers the following areas:
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Start of duties
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Core responsibilities
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Workplace safety
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Motivation
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Our guiding principles
Start of Duties
The Administrative Assistant (Accounting) follows the duty roster. Working hours must be recorded accurately using the electronic time-tracking system.
A professional appearance, punctuality, and courteous interaction with colleagues, trainers, and course participants are expected at all times. In the event of illness or unforeseen absence, the supervisor must be informed immediately by phone, including the reason and the expected duration of absence.
Core Responsibilities
The Administrative Assistant (Accounting) supports the accounting department in correctly recording and managing all financial transactions related to the River Academy. All tasks must be carried out in accordance with the principles of proper accounting.
Key responsibilities include:
Accounts Receivable
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Preparing and posting outgoing invoices for training services, courses, and project-related work
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Monitoring incoming payments and maintaining customer accounts
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Managing dunning procedures and clarifying outstanding items in coordination with accounting
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Maintaining participant and client data in the relevant systems
Accounts Payable
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Recording and verifying incoming invoices (e.g., trainer fees, material costs, travel expenses, services)
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Preparing payment runs and allocating costs to cost centers
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Reconciling open items and communicating with suppliers and service providers
Cost and Project Accounting
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Supporting cost allocation to projects, courses, and funding programs
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Maintaining the internal cost allocation sheet for the River Academy
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Preparing reports and summaries for the finance management
Administration and Documentation
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Maintaining financial and participant files
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Creating documents, statistics, and reports
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Supporting internal audits and quality assurance processes
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Assisting with the administrative needs of ongoing courses (e.g., receipts, payment confirmations, cost statements)
Monthly and Annual Financial Closing
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Providing support for monthly and annual closing activities related to the River Academy
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Preparing and filing relevant documents for external audits
Workplace Safety
The Administrative Assistant (Accounting) is responsible for maintaining safety and order in the workplace. All documents and confidential information must be stored securely and handled with care.
Motivation
Close cooperation between management, accounting, training leadership, and administration is essential to the success of the River Academy. Reliability, discretion, and a strong sense of responsibility are key elements of this position.
Our Guiding Principles
We respect every employee regardless of gender, origin, language, religion, or political belief. Internal company information—especially financial data, budgets, revenues, and costs—must be kept strictly confidential and must not be shared externally.
Application
Please send your complete application (motivation letter, CV, relevant certificates, salary expectations, and earliest possible start date) to:
We look forward to receiving your application and to shaping the next generation of inland navigation professionals together with you!
