Junior Procurement & Finance Administrator in Berlin

About the Company

We are a defense technology startup based in Berlin, building the next generation defense layer against aerial threats. Ourteam develops mission-critical systems that combine hardware, software, sensing, and real-time AI/robotics to operatereliably in complex real-world environments. Operating in stealth mode, we place strong emphasis on engineering rigor, real-world performance, and defense-gradesystem reliability.

About the Role

Junior Procurement & Finance AdministratorPurchasing, Order Management & Accounting SupportRole OverviewWe are looking for a Junior Procurement & Finance Administrator to support the day-to-day purchasing, logistics, andfinancial administration of our growing company. You will process purchase requests from different departments, placeorders, communicate with suppliers, track deliveries, receive shipments, and ensure invoices are correctly collected,organized, and uploaded into our accounting systems. This hands-on administrative position requires strong organizational skills, attention to detail, and the ability to managemultiple tasks independently. You will work closely with engineering, operations, and finance teams to ensure colleaguesreceive the equipment, components, and services they need while maintaining accurate purchasing and financial records.

Responsibilities

• Key Responsibilities

• Purchasing & Order Management
• Process purchasing requests from engineering, operations, administration, and other departments.
• Place orders for electronic components, mechanical parts, technical equipment, office supplies, softwaresubscriptions, and services.
• Research suppliers, compare prices, and request quotations for non-critical components and everyday purchases.
• Communicate with vendors about pricing, availability, and delivery schedules.
• Track open orders and delivery dates; follow up on delayed, incomplete, or incorrect orders.
• Maintain accurate purchasing records and coordinate requirements and priorities with internal teams.

• Incoming Shipments & Logistics
• Receive incoming packages, components, equipment, and other deliveries.
• Check shipments against orders and delivery documentation; resolve missing, damaged, or incorrect items withsuppliers.
• Notify relevant departments, distribute received goods, and maintain incoming-shipment records.
• Coordinate outgoing shipments, returns, and exchanges as needed.
• Support organization of storage areas and incoming goods.

• Invoice Processing & Finance Administration
• Collect supplier invoices and check completeness and consistency with orders and deliveries.
• Upload invoices and supporting documents into DATEV and Moss.
• Organize invoices, receipts, and other documents for bookkeeping and external accountants.
• Follow up on missing invoices or incomplete documentation.
• Maintain accurate, accessible digital financial records.

• Junior Procurement & Finance Administrator | ConfidentialAdministrative Coordination & Process Support
• Maintain structured records of purchase orders, suppliers, deliveries, and invoices.
• Coordinate with departments to process requests efficiently.
• Support improvements to purchasing workflows and recurring administrative tasks.
• Ensure consistent storage of purchasing and financial documentation.

• Who You Are
• Organized and structured: You keep track of orders, deliveries, invoices, and tasks so nothing gets lost.
• Detail-oriented: You spot incorrect invoice details, missing deliveries, and incomplete documentation.
• Reliable: Colleagues can depend on you to process requests accurately and follow through.
• Proactive: You follow up on outstanding orders and missing documents without reminders.
• Service-oriented: You enjoy supporting colleagues and making sure departments receive what they need.
• Comfortable with routine: You value accurate, consistent execution of everyday administrative tasks.
• Communicative: You interact professionally with suppliers and colleagues in German and English.
• Independent: You prioritize competing requests and keep stakeholders informed.

Qualifications

• Required Qualifications
• Bachelor’s degree in Business Administration, Finance, Accounting, Supply Chain Management, Economics, or a relatedfield.
• Initial practical experience in purchasing, administration, finance support, logistics coordination, or a comparable role.
• Strong organizational skills, attention to detail, and ability to manage several tasks simultaneously.
• Good working knowledge of Microsoft Excel or comparable spreadsheet software.
• Confidence using digital tools and willingness to learn new administrative systems.
• Professional supplier and internal-stakeholder communication; structured, reliable, independent working style.
• Strong written and spoken German and English.
• Willingness to work fully onsite in Berlin.
• Citizenship of a NATO member state.

Required Skills

• Strong organizational skills, attention to detail, and ability to manage several tasks simultaneously.
• Good working knowledge of Microsoft Excel or comparable spreadsheet software.
• Confidence using digital tools and willingness to learn new administrative systems.
• Professional supplier and internal-stakeholder communication; structured, reliable, independent working style.
• Strong written and spoken German and English.
• Willingness to work fully onsite in Berlin.
• Citizenship of a NATO member state.

Preferred Skills

• Preferred Qualifications
• Experience in procurement administration, accounts payable support, or office administration.
• Familiarity with DATEV, Moss, or comparable accounting and expense management software.
• Experience with purchase orders, delivery tracking, supplier coordination, and basic bookkeeping documentation.
• Experience with technical suppliers, electronics distributors, or industrial component vendors.
• Familiarity with digital purchasing and document-management workflows.
• Experience in a startup, technology company, or engineering organization.
• Basic understanding of German accounting documentation requirements.

Pay range and compensation package

• What We Offer
• Competitive salary and VSOP / equity participation.
• Central Berlin office and growth opportunity in a fast-scaling defense