Finance & Accounting
4 roles
Jonas Tax Firm Liaison Coordinator The tax advisor expects the document transfer by the agreed date and keeps asking questions in between about individual receipts or postings that someone in the finance department first has to look up and answer.
Jonas takes over that interface: he handles the document transfer on schedule and answers the tax advisor's recurring questions directly from the company's records.
Ben Travel Expense Clerk Receipts from a business trip pile up in a folder or a mailbox, and turning them into a correct travel expense report with the right per-diem rates costs an evening that nobody has to spare.
Ben takes over the receipts: he reads them, applies the appropriate per-diem rates and puts together a travel expense report, ready for approval.
Greta Dunning Clerk Open items pile up on the OPOS list because nobody finds the time to write payment reminders and dunning letters, and in the end a case goes to a collection agency that a timely reminder would have settled.
Greta takes over the list: she checks every day which invoice sits at which dunning level and writes the appropriate reminder at the right time.
Hannah Accounts Payable Clerk Supplier invoices arrive by post or email, and someone checks each one individually and types it into the accounting system.
Hannah takes this on: she reads every incoming invoice, matches it against the order and the delivery and prepares the posting for you to confirm.
Sales
6 roles
Bente Quote Manager A tender or an enquiry outside the standard range calls for a genuinely written quote, and that is exactly what ends up on the pile for the free afternoon that never comes.
Bente takes over the draft: she spots the enquiry in the mailbox, digs out comparable earlier quotes and puts a fully worded quote forward for approval.
Ilka Key Account Manager Before a meeting with a key account, the sales team relies on memory and a few old emails, while order history, open matters and the last conversation sit scattered across CRM, mailbox and file storage.
Ilka takes over the gathering: before every visit or call she brings these sources together into one picture, supplies the questions worth asking and names the source behind every statement.
Carla Price List Administrator Price lists go out of date because maintaining them falls behind everything else in day-to-day sales, and the annual price increase letter, one letter per customer segment with its own reasoning, is written from scratch again every year.
Carla takes over the maintenance: she keeps the price lists continuously up to date against your pricing and discount rules and drafts the increase letters per segment as soon as the cycle comes round.
Svea Sales Assistant, Quote Follow-Up Quotes go out, and as long as everyone is busy, nobody calls the customer to ask whether they have decided.
Svea takes on exactly that: she keeps a list of all open quotes and gets in touch with the customer at the right time, until every quote has an answer, whether won, lost or postponed.
Mia Sales Assistant, Lead Qualification An enquiry comes in, and whether it gets qualified and followed up depends on whether someone happens to have time. Enquiries that are not a fit are just as rarely sorted out, so the effort goes everywhere at once.
Mia takes this on: she checks every new enquiry against your qualification criteria, passes the promising ones on and stays with them until someone actually responds.
Finn Inside Sales Inquiries and Quotes An inquiry for a standard product comes in, and before it can turn into a priced quote, someone has to check the product database, current prices and availability before anyone can even reply.
Finn takes on the checking: he matches the inquiry to the right product, checks price and availability, and prepares the quote for approval.
Purchasing
4 roles
Emma Purchasing Assistant Purchase orders and the suppliers' order confirmations rarely match exactly, and delivery dates slip unnoticed until the shortage is already on the shop floor.
Emma takes on the reconciliation: she checks every order confirmation against the purchase order, flags differences in price, date and quantity, and follows up with suppliers before a promised date passes.
Erik Order Confirmation Reconciliation Clerk, Purchasing An order confirmation comes back from the supplier, and if nobody reconciles it line by line with the purchase order, a wrong price or quantity slips through and quietly eats into the margin.
Erik takes on the reconciliation: he reads every incoming order confirmation, compares it with the purchase order on price, date and quantity, and reports any difference the same day.
Nils Price Inquiry Clerk Getting three comparable quotes means writing the same inquiry three times and then converting three differently formatted replies into a comparable form.
Nils takes on exactly that: he writes the inquiry from the item and quantity, sends it to the selected suppliers, and enters the replies into a shared comparison table as they arrive.
Aylin Supplier Onboarding Clerk A new supplier is being set up, and before the first purchase order can go out, several documents have to come back correctly filled in and be filed: self-disclosure form, NDA, bank details and the vendor record itself.
Aylin takes this on: she requests the documents in the right order, checks each one when it arrives, and creates the vendor record only once the set is complete.
Order Processing
1 role
HR
3 roles
Jan Onboarding Tutor A new employee's first week usually means reading through a folder full of documents alone, hoping the important parts stick.
Jan turns onboarding into a conversation: he explains the core processes of the role in dialogue, adapts to what has already sunk in, and checks understanding during the session.
Paula Onboarding Buddy A new employee's first few weeks are full of questions nobody wants to answer twice: where things are kept, who to ask, what comes next on the checklist.
Paula takes on the support: she guides new employees through the checklist from the first day to the first month, answers routine questions from your own documents, and reports open points to the manager.
Nina Payroll Preparation Clerk Hours, bonuses and one-off payments have to be collected from every source before the month-end close and handed over to the tax adviser or the payroll software, and every month someone chases the missing entries at the last minute.
Nina takes on the collecting: she gathers hours, bonuses and one-off payments from their sources, checks them against the applicable rules, and hands over clean data in time for the deadline.
IT
2 roles
Emre Helpdesk Coordinator Internal IT tickets arrive without any consistent categorisation, and the same known problem is solved from scratch again by whoever happens to pick up the ticket.
Emre takes on the categorisation: he classifies incoming tickets, routes them to the right place and matches them against known solutions before anyone starts searching all over again.
Leyla Security Awareness Trainer Phishing training happens once a year as a slide deck that nobody remembers by the second month.
Leyla takes on the training: she delivers phishing and IT hygiene topics in short sessions spread across the year, tests with simulated phishing emails and goes through the result with everyone who fell for one.
Occupational Safety
3 roles
Tim Risk Assessment Assistant Every workstation and every activity needs a documented risk assessment under the ArbSchG, reviewed on its own cycle and looked at again whenever something changes. In practice that review slips until an inspection asks for it.
Tim takes on the register: he maintains every risk assessment, keeps track of its review cycle and flags an assessment for updating as soon as something about the work changes.
Ida Register Keeper for Mandatory Registers Registers required by law, such as the hazardous substances register, fall behind as soon as nobody is clearly responsible for them.
Ida takes on the register: she keeps it up to date entry by entry, keeps every deadline in view and reminds the responsible person in good time.
Paul Safety Briefing Trainer The annual safety briefing often ends as a signature under a PDF that nobody has read, and when it really matters it is unclear who actually understood the topic.
Paul takes on the briefing as a conversation: he guides each employee through the required topic in dialogue, asks comprehension questions during the session and records who passed.
Legal & Compliance
2 roles
Johanna Data Protection Assistant Every service provider that processes personal data on your behalf needs a DPA (data processing agreement), but which supplier has one, which version it is and who is missing can usually only be established by asking around.
Johanna takes on the register: she reads every DPA, assigns it to the supplier and the processing activity, and reports where a current agreement is missing.
Daria Regulatory Monitor A new law or regulation appears, someone forwards the newsletter, and nobody works out what it actually means for the company until it is almost too late.
Daria takes on the monitoring: she follows the legal area relevant to your industry, checks every change against your actual company profile and reports only what really applies.
Management
1 role
Sustainability
1 role
Product Management
1 role
Service
3 roles
Fiete Service Report Assistant After the last job of the day the report is still outstanding, and it gets written at home in the evening or not at all.
Fiete takes over the writing: he takes the technician's spoken account, asks about anything missing, and turns it into a complete service report.
Lena Inbox Manager In a shared mailbox such as support@ or info@, someone spends the first part of every morning sorting what has come in, judging how urgent it is and forwarding it, and something still ends up sitting there unanswered.
Lena takes over the sorting: she categorises every incoming email and ticket the moment it arrives, sets the priority and the forwarding, and sends the sender an immediate acknowledgement of receipt.
Sarah Technical Service Information A technician on site needs a wiring diagram, a torque figure or the current service bulletin, and the manual with the answer in it is a PDF back at the office, not in their bag.
Sarah takes over the answering: she answers the technician's question directly from manuals, wiring diagrams and service bulletins, in plain language, on site.
Cross-functional
2 roles
Hauke Document Information The answer to a technical question is in a manual, a work instruction or an old project folder, and whoever needs it either searches through the file store or asks a colleague who is busy with something else.
Hauke takes over the answering: he reads your documents in once and answers questions from them where your team already writes, with the source stated for every answer.
Milena Knowledge Manager When an experienced member of staff leaves the company, most of what that person knows goes with them, because it was never written down.
Milena takes over the gathering: she collects the leaver's documents, finds the gaps nobody has documented, and questions the person specifically about those gaps, before their last working day.