We are looking for an organized and reliable person to take over the company’s administrative and back-office activities, so that the management team can focus on strategy and business growth. The role combines financial and administrative support, document and contract administration, and operational HR.

Main responsibilities

• Financial and administrative support: Preparing and sending documents to the accounting team, tracking payments and bank documents, and preparing travel documents.

• Budget and reporting support: Updating Excel trackers and consolidation sheets, and preparing data for management’s periodic reports.

• Contract administration: Preparing documents from templates, tracking signatures, and archiving and keeping records of contracts and suppliers.

• Administrative HR support: Hiring and termination documents, leave records, employee compliance documents, and updating the organization chart.

• General administration: Managing digital signatures, managing accounts and access rights, and organizing business travel.

Can take on more as the person grows in the role

• Bank and performance guarantees: Preparing and tracking guarantees for contracts and tenders.

• Invoicing and collections: Issuing invoices and tracking payments and overdue amounts, not only sending documents to accounting.

• Cash flow and budget vs. actual: Building and maintaining the cash flow tracker with a monthly forecast, and analyzing budget vs. actual variances as input for management decisions.

• Internal procedures: Documenting work processes (invoicing, contracts, reporting) and improving the integration between the tools used (invoicing, accounting, CRM, Excel).

• Periodic reporting: Preparing reports for management and investors/partners with analysis and highlighted variances, not only consolidating data.

Requirements

• Experience in an administrative, back-office or manager assistant role, ideally in a startup or small company

• Solid Excel skills (tables, basic formulas, consolidations), as the person works with trackers daily

• Strong attention to detail and discretion (salary data, contracts, bank details)

• Familiarity with accounting and HR documents (employment contracts, addenda, expense reports)

• Working-level written English; Notion is a plus