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Business Operations Manager

vor 2 Monaten

Basel, Schweiz KVALITO AG Vollzeit
Business Operations Manager, Accounting, Finance and Administration

Location: Basel, Switzerland
Reports to: Head of Finance
Employment Type: Part-Time (60-80%), Monday to Friday


Job Overview:
The Business Operations Manager plays a critical role in ensuring smooth day-to-day operations within the organisation. This individual is responsible for supporting various business operations functions, including office management, administration, finance, and accounting. The role involves coordinating internal activities, managing documents, organising events, and assisting with bookkeeping and accounting processes. The ideal candidate is highly organised, proactive, and able to manage a wide range of tasks simultaneously while collaborating with different departments to support business goals.


Key Responsibilities:

Administration & Office Management:

  • Manage correspondence (emails, post, phone) to ensure timely and efficient communication.
  • Organise, file, and maintain company documents for easy access and compliance.
  • Take and distribute minutes for project and team meetings.
  • Handle office supply inventory, ensuring necessary materials are available.
  • Support planning and organising external and internal events (team meetings, annual events, workshops, etc.).
  • Coordinate business travel and manage travel bookings, accommodation, and logistics for business trips, ensuring travel policies are followed and cost-effective solutions are implemented.
  • Order promotional materials (flyers, gifts, etc.) and office materials.

Accounting & Finance:

  • Assist with the preparation of bookkeeping tasks (accounts payable/receivable, operational accounting).
  • Track employee work reports and assist with client invoicing based on hours worked.
  • Manage invoices and payments, including preparation for electronic banking transactions.
  • Handle VAT (MWST) and withholding tax filings.
  • Support the preparation of year-end financial statements and related documentation.
  • Manage expenses and oversee expense reporting processes, ensuring that employee expense claims are accurate, properly documented, and aligned with company policies.
  • Assist in updating and maintaining reports, such as cash flow plans, ensuring financial data is current and accurate.

Financial Performance:

  • Invoices, payments, and expense reports are processed on time, with 100% accuracy.
  • Cash flow plan and financial reports are updated regularly, accurately and aligned with growth forecasts.
  • Filings are submitted without errors and on time.

Event & Travel Coordination:

  • Internal and external events are planned and executed on time and within budget.
  • Business travel is organised in compliance with policy and cost-effectiveness.

People & Communication:

  • Internal communication and team alignment remain strong, contributing to smooth onboarding and effective team collaboration.

Skills & Qualifications:

  • Education: Completed apprenticeship in office administration, tax, accounting, finance, HR, or related fields.
  • Experience:
    • 3+ years of experience in office management, administration, finance, or accounting.
    • Familiarity with event planning, project management, or process improvement is a plus.
  • Technical Skills:
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and accounting software like Bexio.
  • Languages: Fluent in German and English (written and spoken); any additional language is a plus.
  • Soft Skills:
    • Excellent communication and interpersonal skills.
    • Strong organisational and multitasking abilities.
    • Ability to work independently and in teams.

Key Competencies:

  • Organisational Skills: Strong ability to organise office operations, document management, and event planning.
  • Attention to Detail: Ensures accuracy in financial transactions, bookkeeping, and documentation.
  • Time Management: Prioritises multiple tasks and ensures completion within deadlines.
  • Problem-Solving: Proactively identifies challenges and implements practical solutions.
  • Communication: Effectively communicates with internal teams and external stakeholders.

What We Offer:

  • A versatile role in a dynamic, growing company.
  • Competitive salary and benefits package.
  • Professional development opportunities.
  • A collaborative and supportive work environment.

If you are a self-motivated and reliable professional who enjoys a hands-on role in business operations, please submit your CV and a cover letter.
We look forward to hearing from you

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