Home / Jobs in Germany (EN) / Back Office Specialist (EN) (Sachbearbeiter)

Office operations • Germany projects

Back Office Specialist (EN) (Sachbearbeiter)

Q: What exactly do you mean by “data quality”?

Data quality means practical accuracy: no duplicates, correct references, complete attachments, consistent naming, and clear change notes.

Q: Which documents should I prepare to avoid delays?

Prepare a CV in English (PDF), passport scan, current location, certificates if applicable, and a short project list (dates, tasks, tools).

This page describes how the Back Office Specialist role typically works on Germany-based projects where English is used for onboarding and day-to-day coordination. The focus is operational accuracy: documents, orders, and data quality.

Locations: Berlin / Hamburg / Munich / NRW Language: English (German A1–A2 advantage) Model: project-based teams Pay baseline: from €13.90 gross/hour (statutory floor, 01.01.2026) Last updated: —

CV is mandatory.

We do not review candidates without a CV. Use the CV builder: https://mavial.pl/en/cv.html.

Role in 90 seconds

What “good” looks like

You keep operational traffic flowing: you transform messy inputs into clean records, keep documents complete, and close loops in a disciplined way. Your success is measurable: fewer corrections, fewer escalations, faster cycle times.

Clean handover notes (who did what, when, and what’s next).
Accurate entries in CRM/ERP; consistent naming and attachments.
Predictable response times; structured communication in English.
Early escalation of blockers with facts, not assumptions.

Candidate portrait

Short profile we can place

Structured thinker who does not “guess” in documents.
Fast learner in tools (ERP/CRM, ticketing, Excel/Sheets).
Calm under load: steady throughput when volume spikes.
Trustworthy: confidentiality and compliance are natural habits.
Language-ready: English for work; basic German is a plus.

If this sounds like you, apply with a complete CV and a short note about your strongest back-office domain (orders / documents / data / support).

Reality check

Work authorization matters

For non-EU candidates, eligibility depends on the legal route and the profile’s fit. Skilled, documented experience is typically more realistic than purely entry-level backgrounds.

Work permit & legalization overview: https://mavial.pl/zezwolenie.html

This page is informational and not legal advice. Final eligibility depends on nationality, documents, employer requirements, and authorities.

Responsibilities

Core tasks (detailed)

1) Documentation & records

Create and maintain complete document sets (requests, confirmations, notes, attachments).
Apply naming conventions and version discipline; prevent “lost” files and duplicated records.
Prepare structured handovers: what changed, what is pending, what requires approval.

2) Order processing & coordination

Validate incoming order information (fields, addresses, contacts, references).
Coordinate status updates with internal stakeholders; keep timelines realistic.
Document blockers and decisions; escalate delays early with evidence.
Close loops: confirm completion and store proof where required.

3) Data quality (the “silent KPI”)

Detect inconsistencies (duplicates, wrong references, missing attachments, outdated contacts).
Perform routine audits and corrections; keep change notes short and factual.
Export simple reports (Excel/Sheets) and communicate exceptions clearly.

Requirements

Minimum expectations

Non-negotiable: a complete CV in English (PDF preferred). No CV — no review. Use: mavial.pl/en/cv.html

Experience & skills

Back-office, administration, documentation, customer operations, or order workflow experience.
Comfort with structured tools (CRM/ERP/ticketing) and basic reporting (Excel/Sheets).
Clear English writing: short updates, clean emails, ticket notes, handover logs.
Accuracy mindset: you verify before you submit; you don’t “approximate” critical fields.

Work discipline

Punctuality and time tracking discipline (project compliance).
Confidentiality and correct handling of documents and personal data.
Reliability during peak periods; stable throughput under repetitive work.
Basic German (A1–A2) helps on-site instructions and safety briefings.

Compensation baseline (gross)

Germany minimum wage from 01.01.2026

The statutory minimum wage in Germany is €13.90 gross per hour from January 1, 2026. Your gross pay must not fall below this floor for hours worked in Germany.

Planning examples (gross)

160 hours/month × €13.90 = €2,224.00 gross
173.33 hours/month (40h/week average) × €13.90 ≈ €2,409.33 gross

These are baseline examples only. Actual offers can be higher depending on experience, project scope, and shift model.

Working via a Polish company in Germany

How projects are typically organized

Many Germany projects are delivered through a Polish employer operating in an international setup. In practice, this means structured onboarding, clear time tracking, and documented workflows — with Germany-specific compliance on pay and working conditions.

What you should expect (practical)

Single point of coordination: one onboarding path, one reporting line, documented task ownership.
Time tracking is strict: start/finish times, breaks, and approvals must be consistent.
Document-first culture: “If it isn’t recorded, it didn’t happen” (handover notes, approvals, attachments).
Pay compliance: hours worked in Germany must respect the statutory pay floor; compensation is communicated in gross terms.

What we often ask for early

CV in English + reliable contact details.
Passport scan + current location (country/city).
Certificates (if applicable) and a short project list (dates, tasks, tools).
Availability date and your preferred German city/region.

Note: requirements vary by project and client environment. Provide complete documentation to reduce verification time.

How to apply

Fast, structured application (CV-first)

Create/Upload your CV: mavial.pl/en/cv.html
Send your profile via contact page: mavial.pl/kontakt.html
Add a short note: your strongest domain (orders / documents / data), tools you used (ERP/CRM), and Germany location preference.

No CV — no review. This rule protects processing time and keeps screening fair.

Tip that increases response rate

Include 4 lines in your message: , (2) your last project type, (3) your availability date, (4) your Germany region preference.

FAQ (role-specific)

Questions we get for this page

Is German language mandatory for this Back Office role?

English is used for onboarding and work coordination on many projects. However, basic German (A1–A2) is a strong advantage for local instructions and everyday situations. The stronger your documentation discipline and tool skills, the more realistic placement becomes.

What exactly do you mean by “data quality”?

Practical accuracy: no duplicates, correct references, complete attachments, consistent naming, and clear change notes. Many teams measure this indirectly by correction rate, escalation volume, and cycle time — your job is to keep these stable.

What is the minimum gross hourly baseline in Germany from 01.01.2026?

The statutory minimum wage is €13.90 gross per hour from January 1, 2026. Hours worked in Germany must not be paid below this floor.

Can I apply if I am non-EU?

You can apply with a complete CV. Eligibility is assessed case-by-case depending on your documents, experience, and the available legal route. Skilled, well-documented profiles are typically more realistic than purely entry-level backgrounds.

Which documents should I prepare to avoid delays?

CV in English (PDF), passport scan, current location, certificates if applicable, and a short project list (dates, tasks, tools). If you have ERP/CRM exposure, list the system names and what you did in them.

For work permit & legalization topics, use: mavial.pl/zezwolenie.html

Internal navigation

Related roles

If your background overlaps, consider these pages too.

Back to Germany jobs index