Finance and Office Administration Assistant

il y a 3 semaines


Bruxelles, Région de Bruxelles, Belgique EPHEC Alumni Temps plein

Finance Administration:

  1. Managing financial administration: this involves maintaining accurate document management of financial transactions, including invoices, receipts, and bank statements. The finance assistant may also be responsible for filing and organizing these records.
  2. Preparing sales invoices.
  3. Processing payments, including petty cash and bank card management, ensuring all proofs of payment are compliant with internal rules and approved.
  4. Processing travel reimbursement forms and following up with employees to ensure compliance with internal rules.
  5. Reconciling bank and credit card transactions, ensuring that all transactions are supported by the required documents.
  6. Assisting with audits, providing documentation as needed.
  7. Creating and updating finance spreadsheets, data entry, copying, scanning, emailing, organizing, and archiving finance documents.
  8. Training staff on invoices & VAT, and other financial procedures.
  9. Providing administrative information to DKV (medical insurance provider) and Edenred (lunch voucher provider).
  10. Liaising with external (finance and HR) providers for all administrative and accountable documents.
  11. Liaising with staff members regarding invoices, travel reimbursements, finance administrative documents, and information.

Office Coordination:

  1. Directing internal and external calls, emails, and post mail to designated units.
  2. Monitoring office supplies and equipment and ordering replacements (stationery, coffee, tea, etc.).
  3. Being the point of contact for service providers (phone, cleaning services, building, handyman, etc.).
  4. Participating in improving the office environment (plants, more environmentally friendly initiatives).
  5. Ensuring the office is clean, and employees respect the office rules (kitchen, sanitary).
  6. Scheduling and organizing documents for staff weekly, monthly, and quarterly meetings.
  7. Being a responsible person for security and prevention in the office (e.g., fire prevention).
  8. Being the point of contact for the IT Consultant.
  9. Liaising with staff members regarding hardware (problems encountered, requests for equipment, etc.).
  10. Monitoring IT equipment (list of equipment, storage, depreciation list).
  11. Preparing workstations for new staff.
  12. Following up with the softphone system (user access and account).
  13. Supporting staff members with workstation equipment.
  14. Changing Netgear Disk.
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