Office and Finance Administrator

About BESPIN Technologies

BESPIN Technologies is developing a long-endurance stratospheric platform that remains airborne for months, bridging the gap between short-duration drones and intermittent satellite overpasses. Located in Munich and connected to Europe's premier aerospace networks, including TUM Venture Labs Aerospace & Defense, the company maintains a deliberately small team where every member significantly contributes.

Role Overview

We are seeking a dynamic Office and Finance Administrator to bring financial discipline and smooth operational support within a rapidly evolving deep-tech startup environment. This pivotal role manages finance processes end-to-end while ensuring seamless office functionality, allowing engineering teams to remain focused on innovation. This is a foundational position with broad responsibilities, not merely administrative support.

Key Responsibilities

• Manage bookkeeping, accounts payable/receivable, invoice processing, and payment execution.
• Conduct bank reconciliations, monitor cash flow, and prepare monthly financial reports.
• Oversee expense management and employee reimbursements.
• Track budgets and analyze variances.
• Handle VAT returns, tax filings, and coordinate with external accountants.
• Coordinate payroll processes, including company pension schemes (bAV), fringe benefits (Sachbezug), and Deutschlandticket administration.
• Monitor grant expenditures and assist in audit and year-end closing procedures.
• Vendor relations, office supply procurement, and facility management.
• Manage HR administrative tasks such as onboarding/offboarding, personnel files, and employee inquiries.
• Coordinate travel arrangements, maintain calendars, and support leadership.
• Manage documentation and liaise with legal, insurance, and government entities.
• Develop lightweight internal tools and dashboards using Microsoft Power Apps.
• Streamline processes with Microsoft Power Automate for approvals, notifications, and data synchronization.
• Utilize the Microsoft 365 suite (Excel, SharePoint, Teams) for collaboration and data management.
• Ensure compliance with German bookkeeping, tax, and payroll via DATEV software.
• Implement new business applications for HR, expense tracking, document management, and electronic signatures as the company scales.

Candidate Profile

This opportunity suits candidates who:

• Bring strong financial accuracy without losing sight of overall operational needs.
• Are comfortable taking full ownership independently without a large support team.
• Have experience in startups or fast-growing environments with the ability to adapt swiftly while maintaining detail orientation.
• Desire to be a trusted, reliable cornerstone of a talented team.

Not ideal for those who:

• Prefer restrictive bookkeeping roles without broader responsibilities.
• Require extensive team support and supervision.
• Seek predictable, slow-paced work environments, as this role demands agility and flexibility.

Compensation and Benefits

• Competitive salary tailored to candidate’s qualifications and experience.
• Benefits include the Deutschlandticket public transport pass, company pension scheme (bAV), and monthly tax-free fringe benefits (Sachbezug).

Team and Culture

Join an international, sharp-minded team dedicated to creating innovative solutions that have never existed before.