Office management

In the course of increasingly scarce resources, an office, secretarial work, public relations, financial accounting and even membership administration can hardly be managed well and cost-consciously. Substitutes in case of illness, pregnancy and holidays are costly to generate and difficult to train. Conventus offers you complete solutions as well as the takeover of partial areas.

Interested? We offer the following main areas:

Membership administration

he work involved for membership administration is considerable - data filing, backup, updating, archiving, information from and to members, accounting....

Conventus handles this very routinely and yet personally and individually. Staff replacements are just as secure as accessibility, technology and required software are always up to date. The experience of other societies could also be the basis for the development of your society!  


  • Creation and maintenance of member databases 

  • Correspondence with members 

  • Recruiting new members 

  • Creating form letters, membership lists, circulars

  • Invoicing of membership fees

  • Preparing reports and statistics on membership development

  • Archiving the Society's records

  • Compliance with and monitoring of data protection


Managing the office is a challenge for any society. On the one hand, the tasks are multifaceted and extremely sensitive; on the other hand, several employees with the appropriate training are often underutilised and cost-intensive.  

Conventus can turn this dilemma into an advantage, our experienced staff can look after two or more societies, depending on the area of responsibility and the workload. In addition, representation is much more feasible with us!


  • Availability at agreed times 

  • Identification with association goals and support of all bodies  

  • Processing correspondence and distributing mail  

  • Administration of rent, technology, software, material 

  • Task and schedule control of the board members

  • Archiving of the association's documents

  • Organisation of Board meetings, sessions and assemblies 

  • Administration and supervision of scientific prizes, tenders, grants

  • Coordination of award ceremonies and honours

  • Strategic advice

Financial accounting

Financial accounting is a particularly specific task. Conventus has been doing this successfully for non-profit organisations for many years. We would be happy to take on this task for you as well!  


  • Active cooperation with the treasurer and cash auditor of the society 

  • Bookings, account movements, income/expenditure statement 

  • Checking and transferring invoices 

  • Collection of dues and entry of due payments made

  • Overview and reporting for the treasurer

  • Control of incoming payments 

  • Subsequent claiming of fees/contributions incurred

  • Issuing of contribution certificates

  • Keeping an asset register and determining the depreciation contributions of the assets

  • Preparation of all documents for the VAT return