Administrative Coordinator (Mail Delivery and Claims Management)

TL;DR

Administrative Coordinator (Mail Delivery and Claims Management): Manage the full lifecycle of incoming physical mail and legal correspondence, from intake and secure document handling to resolving third-party requests from authorities and insolvency administrators, with an accent on audit-ready claim files, compliance with data protection, and accurate case resolution under time pressure. Focus on coordinating mail/document workflows and maintaining sensitive documentation to support operational continuity.

Location: Berlin

Company

hirify.global runs claims and correspondence operations for its Berlin team.

What you will do

• Receive, sort, scan, upload, and securely store incoming physical mail and legal correspondence.
• Maintain complete, audit-ready claim files with supporting documentation.
• Monitor and escalate mail handling delays or scanning issues to keep operations running.
• Handle requests from third parties (police, authorities, bailiffs, insolvency administrators) related to seizures and insolvencies.
• Support the Claims team with administrative tasks tied to physical correspondence.
• Communicate clearly with internal and external stakeholders to resolve cases quickly and accurately.

Requirements

• German: C1, C2, or native level
• At least 3 years in an administrative, office management, or document handling role
• Comfort working with confidential and legally sensitive materials
• Strong organisational skills and close attention to detail
• Sound independent judgement and ability to prioritise under pressure
• Ability to travel to the Berlin office at short notice when required (occasionally to Düsseldorf)

Nice to have

• Experience handling claims such as seizures, insolvencies, or similar legal matters
• Prior exposure to third-party authority requests (police, bailiffs, courts)
• Background in banking or fintech
• Bachelor's degree

Culture & Benefits

• Work in the EU
• Stock options
• Supportive environment and care
• Work & Swim program