Freelance Finance Administrator

🌎 = Remote, Belgium | 💰 = €1600-1900 / month | 📄 = Freelance Contract

Who will you be working for?

Our partner company Pluribus Global is a boutique global Inclusion & Diversity consultancy based in Belgium, specialised in inclusion and diversity strategies, programs and dynamics within organisations, founded by Isabelle Pujol in 2006.

Today, Pluribus is composed of a Global Network of over 60 freelance Associates, who are all passionate about inclusion and diversity. Since the global pandemic hit, the company has delivered over 98% of their work virtually, and have become an expert in producing innovative, exciting and engaging sessions online using various platforms.

Their core mission: helping individuals, teams and organisations succeed through diversity and inclusion.

What is this job about?

As Freelance Finance and Administration Officer, you will take charge in the management of finance, accounting and administration processes internally & externally.

On a daily basis, your work will be split into these 3 areas, and is essential in ensuring the delivery of high-quality, transparent, and accurate documents within the company.

Your challenges

Finance:

• Collect Purchase Orders (POs) and Purchase Documents
• Register the weekly Order Confirmation and Assignment report (invoicing schedules for clients, associate assignment details prior to receiving the expected associate invoices…)
• Create, send, and check client invoices following a pre-agreed invoice plan
• Check payments from clients and send them reminders if necessary
• Check, register, and pay invoices to the company’s Associates, Moderators and back-office team members
• Conduct regular meetings with the Sales & Operations Manager
• Managing company bank accounts
• Manage and comply with applicable reporting requirements and tax filings (yearly tasks provisions, VAT returns review) in relation with the official partner accounting firms
• Ensure business processes are documented
• Manage Billing, Accounts Receivables, Accounts Payables, Cost Accounting, Inventory Accounting

Administration:

• Conduct the procurement process and create the company as a new supplier into different client systems
• Select, design, and initiate a new system to automate the company’s internal administration and finance processes in an efficient way to easily link with the accounting bureau (1 in Belgium and 1 in France)
• Prepare and file carefully the end of month documents for each entity, and send them to the corresponding accounting office (France and Belgium)
• Manage the domain names and emails process for the new members
• Managing the good functionality of the Company Server in collaboration with the host supplier
• Maintain the integrity of the data in the system
• Supporting the Operations & Sales Manager:

1. Creation and signing contracts
2. Confidentiality agreements

What do you need to apply?

Language skills: bilingual (C2+) level in English and French

Finance:

• Experience in Accounting, Financial Analysis, and Process Automation (contracts, managing budgets, invoices…)
• Knowledge of accounting software & financial reporting D-Base tools
• Ability to prepare and file financial reports
• Ability to to manage bank accounts
• Ability to manage and comply with applicable reporting requirements and tax filings
• Ability to check, register, and pay invoices
• Able to create, send, and check client invoices according to the pre-agreed invoice plan.
• Ability to manage Billing, Accounts Receivables, Accounts Payables, Cost Accounting, Inventory Accounting

Administrative:

• Experience documenting all business processes
• Deep knowledge of Belgian Legislation & Regulations
• Ability to create contracts, confidentiality agreements, and other official documents
• Ability to optimize manual tasks into automated processes
• Able to conduct the procurement process
• Technology:
• Experience handling servers, emails and IT contracts
• Proficient in Microsoft Office, Excel, PowerPoint & Outlook
• Knowledge of Financial Reporting Systems (Access…)
• Ability to manage and analyse data
• Ability to schedule invoices and collect Purchase Orders (PO)

Working mindset

• Organised, structured, and ability to multitask
• Strong analytical and problem-solving skills
• Good writing skills and communication skills
• Eye for detail
• Motivated and ambitious
• Adaptable
• Able to deliver within a fast-paced environment
• You can keep your calm when you’re under pressure
• You take ownership and enjoys finding the most efficient solution
• Committed to creating an inclusive and respectful professional culture
• Passion for innovation and improvement

Extra points

The following is highly valued by our partner, and can be a great plus!:

1. Interest in Diversity & Inclusion
2. Experience in working in a startup or scaleup environment
3. Experience solving business and technical problems

Important: This position is 100% remote, but you must be located in Belgium.

Job conditions

• Freelance Contract
• You must have your own office supplies & devices for this role
• 4 hours a day is required (there is a possibility of an increase in the future!)
• Holiday allowance 🌴

Are you passionate about tech and dreaming about working in a company where inclusion and diversity are key values? It’s time to apply! Or tell a friend about this position :).