Ein wachsendes, inhabergeführtes Bau- und Planungsunternehmen in Freiburg im Breisgau, Baden-Württemberg, sucht eine engagierte, strukturierte und unternehmerisch denkende Office-Manager/in, die das Büro als zentrale Schnittstelle betreut — von der Akquise bis zur Schlussrechnung. Diese unbefristete Vollzeitstelle mit flexiblen Arbeitszeiten bietet echte Eigenverantwortung, flache Hierarchien, kurze Entscheidungswege, und die Möglichkeit, als direkte Ansprechperson der Geschäftsleitung Abläufe aktiv mitzugestalten. Die Aufgaben umfassen Accounting und Controlling, Rechnungsstellung und Mahnwesen, vorbereitende Lohn- und Gehaltsabrechnung, administrative Bauprojektunterstützung, Büroorganisation, Geschäftskorrespondenz, Qualitätsmanagement-Dokumentation, und Mitwirkung bei Recruiting und Onboarding. Das Unternehmen bietet ein attraktives Gehaltspaket, individuelle Weiterbildung, Hansefit-Mitgliedschaft, und Förderung nachhaltiger Mobilität.
Was Dich bei uns erwartet — Benefits & Arbeitsumfeld
Vertrag: Unbefristeter Arbeitsvertrag mit attraktivem Gehaltspaket — langfristige Beschäftigungssicherheit von Anfang an
Verantwortung: Eine verantwortungsvolle Rolle mit echtem Gestaltungsspielraum — keine Ausführung vordefinierter Routineaufgaben, sondern aktive Mitgestaltung des Unternehmens
Struktur: Flache Hierarchien und kurze Entscheidungswege, ohne Konzernstrukturen — schnelle, direkte Kommunikation mit der Geschäftsleitung
Team: Ein wertschätzendes, kollegiales Team — professionell, verlässlich und gegenseitig unterstützend
Flexibilität: Flexible Arbeitszeiten — eigenverantwortliche Zeitgestaltung im Rahmen der betrieblichen Erfordernisse
Entwicklung: Individuelle Weiterbildungs- & Entwicklungsmöglichkeiten — gezieltes Investment in die fachliche und persönliche Weiterentwicklung
Fitness: Hansefit-Mitgliedschaft — Zugang zum umfassenden Hansefit Netzwerk von Fitness- und Gesundheitseinrichtungen
Mobilität: Förderung nachhaltiger Mobilität — Unterstützung für umweltfreundliche Transportoptionen (Jobrad, ÖPNV oder vergleichbar)
About the Role — Office-Manager/in | Freiburg, Germany 2026
Company Type: Growing, owner-managed planning / construction company based in Freiburg im Breisgau — flache Hierarchien · kurze Entscheidungswege · wertschätzendes Team
Role Context: As the central hub of the office — working directly with the management team — you manage projects from acquisition through to final invoice, ensuring that financial, administrative, and organizational processes run clearly and reliably
Scope: Accounting · Controlling · Rechnungsstellung und Mahnwesen · vorbereitende Lohnabrechnung · Bauprojekt-Administration · Büroorganisation · Geschäftskorrespondenz · Qualitätsmanagement · Recruiting-Support
Growth Context: Das Unternehmen wächst — this is not a maintenance role in a static organization, but an active contribution to a company in genuine, structured growth, where your process design and administrative decisions have direct and visible impact
Why This Office Manager Role in Freiburg Is a Strong Career Opportunity in 2026
Central Schnittstelle with Full Scope: The Office Manager at this company is the single most important non-technical role — the hub through which project acquisition, accounting, invoicing, payroll preparation, administrative coordination, quality documentation, and team-related processes all flow. This breadth of responsibility in a single role provides an exceptional professional development environment that single-function administration positions cannot match
Genuine Gestaltungsspielraum: The explicit invitation to bring your own ideas, help develop the company, and actively shape internal processes — in an owner-managed Freiburg company that is genuinely growing — provides the professional autonomy and entrepreneurial influence that talented Office Managers consistently seek and rarely find in larger corporate environments
Freiburg Quality of Life: Freiburg im Breisgau is consistently rated among Germany’s most liveable, most sustainable, and most personally rewarding cities — combining an outstanding professional environment, exceptional natural setting (proximity to Black Forest, Rhine, and Switzerland), thriving cultural life, and strong public transport infrastructure
Hansefit + Flexible Hours: The combination of Hansefit wellness access, flexible working hours, and sustainable mobility support reflects an employer that genuinely invests in employee wellbeing rather than listing benefits as a recruitment exercise
Position Overview — Office-Manager/in bei wachsendem Freiburger Unternehmen
This Office-Manager/in role in Freiburg is a full-time, permanent position at the organizational center of a growing, owner-managed planning and construction company, working directly with the management team and serving as the central hub between all internal functions and external business partners. From project acquisition and proposal preparation through to invoicing, payment monitoring, and dunning management — and spanning accounting, controlling, payroll preparation, building project administrative support, digital platform data maintenance, business correspondence, quality management documentation, and recruiting and onboarding support — this role provides an exceptionally broad, genuinely responsible, and professionally stimulating scope that rewards the right Office Manager with real impact and visible career development. The role requires a completed commercial apprenticeship or comparable qualification, experience with numbers, data, and processes, an independent and structured working approach, digital affinity, and — most importantly — genuine enthusiasm for contributing ideas and developing the company.
Why This Freiburg Office Manager Role Is the Administrative Career of 2026 in Baden-Württemberg: Commercially qualified professionals with experience in accounting and controlling, invoicing and payment management, payroll preparation coordination, and digital business process administration — who combine an independent, structured, and digitally affine working style with the genuine enthusiasm to contribute ideas, shape processes, and actively participate in a growing company’s development, and who want a permanent, flexibly-scheduled, Hansefit-supported role in one of Germany’s most liveable and professionally rewarding cities — will find that this Freiburg Office Manager position offers exactly the professional scope, personal responsibility, and career development potential that most administrative positions in larger organizations or purely routine office management roles simply cannot provide.
Key Responsibilities — Deine Aufgaben
Projektbegleitung — Von der Akquise bis zur Schlussrechnung
- Accompany company projects from acquisition and proposal preparation through to invoicing, payment monitoring, and dunning management (Mahnwesen) — applying the project financial lifecycle management capability that tracks each project’s financial status from the initial quotation and contract through to the final invoice and payment receipt, maintaining the clear records and active follow-up discipline that ensures invoices are issued promptly, payment terms are monitored accurately, overdue receivables are pursued systematically, and the management team has a current, accurate view of the project revenue pipeline at all times
- Take responsibility for accounting and controlling — maintaining the bookkeeping accuracy, cost center tracking, budget monitoring, and financial reporting that the management team needs to make informed decisions about project profitability, capacity planning, and resource allocation, applying both the technical accounting skills that correct financial record-keeping requires and the controlling instinct that turns financial data into actionable management intelligence
- Support administrative coordination of building projects and maintain project data on digital platforms — providing the systematic data entry, document management, and digital platform maintenance that keeps project information (specifications, plans, contracts, correspondence, progress records) organized, current, and accessible to the management team and project colleagues throughout each project’s lifecycle, applying the digital affinity and platform familiarity that modern building project administration increasingly requires
Büroorganisation, Korrespondenz & Qualitätsmanagement
- Handle business correspondence (Geschäftskorrespondenz) and general office organization (allgemeine Büroorganisation) — managing the written communication with customers, subcontractors, suppliers, authorities, and other business partners with the professional clarity, appropriate tone, and response timeliness that maintains the company’s professional reputation, and organizing the general office environment (supplies, scheduling, incoming mail, filing) with the structured, proactive approach that prevents organizational issues from disrupting the management team’s or project team’s working productivity
- Document business processes as the foundation for quality management (Qualitätsmanagement) — applying the systematic process documentation discipline that captures current operational procedures in clear, accurate, and usable written formats, creating the quality management documentation foundation that supports consistent process execution, facilitates the onboarding of new team members, and forms the basis for ISO or industry-specific certification processes where applicable to the company’s project requirements
- Prepare payroll and salary processing in cooperation with the external payroll accounting provider (vorbereitende Lohn- und Gehaltsabrechnung) — collecting, verifying, and organizing the time recording data, absence records, variable pay components, and new hire and leaver information that the external Lohnbuchhaltung needs to process monthly payroll accurately and on time, acting as the reliable interface between the company’s internal HR data and the external payroll specialist
Recruiting, Onboarding & Unternehmensentwicklung
- Participate in recruiting and onboarding of new colleagues (Recruiting und Onboarding) — supporting the management team in the hiring process through job posting management, application coordination, interview scheduling, and the structured onboarding activities that help new team members integrate quickly, access the tools and information they need from day one, and build the working relationships with existing colleagues that make their early tenure productive and personally positive rather than disorienting and inefficient
- Actively contribute ideas and help develop the company — applying the entrepreneurial mindset and process improvement instinct that the management team is explicitly looking for, identifying specific administrative, financial, or operational improvements that would make the company more efficient, professionally stronger, or better positioned for growth, and proposing these improvements with the practical implementation thinking that makes ideas genuinely actionable rather than aspirationally interesting
- Work as the central interface between the management team, project team, external partners (Steuerberater, Lohnbuchhaltung, subcontractors, customers, authorities) and internal administrative functions — maintaining the communication discipline, relationship reliability, and information accuracy that allow the management team to trust that administrative matters are handled correctly without their constant personal involvement, and that external partners receive the accurate, timely, and professionally presented information they need to deliver their own services effectively
Profil — Was Du mitbringst
- Abgeschlossene kaufmännische Ausbildung oder vergleichbare Qualifikation — the formal commercial foundation for accounting, controlling, payroll preparation, and business administration at the required professional standard
- Practical experience with numbers, data, and processes — demonstrated through employment in accounting, financial administration, office management, or comparable commercial functions
- Eigenständige und strukturierte Arbeitsweise — the independent working discipline and organizational precision that allows reliable delivery of the diverse administrative responsibilities this role requires without constant supervision or direction
- Digitale Affinität — genuine comfort with digital tools, cloud-based platforms, and the evolving software environment of modern business administration
- Freude am Einbringen eigener Ideen und der Weiterentwicklung des Unternehmens — the entrepreneurial mindset that is explicitly valued by this Freiburg company’s management team and that distinguishes candidates who will thrive in this role from those who prefer narrowly defined, static administrative positions
About Office Management Careers in Freiburg 2026
The Office-Manager/in role at a growing, owner-managed planning and construction company in Freiburg represents a genuinely rare combination in the 2026 German employment market: a permanent, flexibly-scheduled, Hansefit-supported position with real Gestaltungsspielraum, direct management access, and a professionally broad responsibility scope that spans accounting, controlling, invoicing, payroll preparation, project administration, quality documentation, and team-building — all in one of Germany’s most consistently admired, most liveable, and most sustainably-oriented cities. For commercially qualified professionals who have outgrown narrowly-defined administrative roles and want a position where their numerical accuracy, organizational intelligence, digital capability, and process improvement instincts all matter simultaneously — where the management team’s growth ambition provides the context for their work to genuinely develop the company rather than merely maintain it — this Freiburg Office Manager role is one of the most professionally fulfilling and personally rewarding administrative career opportunities currently available in Baden-Württemberg. Apply with your complete application documents and earliest possible start date.
Your Career Growth Path: Office-Manager/in → Senior Office-Manager/in → Leitung kaufmännische Verwaltung → Kaufmännische Leitung / CFO — a professionally respected, commercially grounded, and progressively senior office management career trajectory built at the heart of a growing Freiburg company where individual contribution shapes organizational outcomes from day one.
Who Should Apply?
- Kaufmännische Fachkräfte — Freiburg / Baden-Württemberg: With completed commercial training and practical experience in accounting, controlling, invoicing, and office administration who want a permanent, flexibly-scheduled, Hansefit-supported Office Manager role with real Gestaltungsspielraum at a growing Freiburg company
- Office Managers / Büroleitungen — Baubranche Experience: With specific experience in the administrative functions of a Bau-, Planungs-, Architektur-, or Ingenieursbüro who want to apply their sector knowledge in a growing owner-managed Freiburg planning and construction company with direct management access
- Kaufmännische Allrounder — Startup/SME Background: With broad commercial and administrative experience across accounting, correspondence, HR coordination, and process organization in lean, flat-hierarchy German SME or startup environments who want a similarly dynamic and responsible role in Freiburg
- Finance/Admin Professionals — Entrepreneurial Mindset: Who are specifically motivated by the opportunity to actively contribute ideas, help shape processes, and participate in a company’s genuine growth — not just administer it — and who want a permanent Freiburg role that values professional initiative and organizational creativity
- Career Advancers — Office Administration Specialists: Currently working as Bürokaufmann/-frau, Sachbearbeiter/in, or junior Office Manager who want to step up to a more comprehensive, senior-responsible Office Manager appointment with full project lifecycle financial visibility, payroll preparation involvement, and recruiting support scope in a Freiburg-based growth company
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