OTIV is a Ghent-based company leading the autonomous revolution in rail. We are on a mission to increase safety and efficiency of railway operations by teaching rail vehicles to drive autonomously. By making trains more efficient and safer, we actively contribute to a modal shift and a greener future. We bring this vision to life by a unique focus on the most challenging environments such as cities, shunting yards and industrial sites. Thanks to high-profile partners and world-leading clients such as Deutsche Bahn, SNCF Group, ArcelorMittal and CAF we deliver the future of railway operations today.
OTIV is an equal opportunity employer. We are committed to a work environment that supports, inspires, and respects all individuals and in which personnel processes are merit-based and applied without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, marital status, age, disability, national or ethnic origin, military service status, citizenship, or other protected characteristic. OTIV strives to create an environment in which all employees feel confident in their ability to bring their authentic selves to work and secure collaborating with colleagues and customers.
What you will doAls Finance & Admin Specialist neem je ownership over de financiële administratie van OTIV: facturatie, procure-to-pay en ondersteuning bij onze maandelijkse, kwartaal- en jaarafsluitingen. Naast de cijfers breng je energie en structuur naar onze administratieve backbone: je houdt processen draaiende en mensen ondersteund. Je vormt een sterk team met Marthe (Admin Specialist met focus op People & Operations).
Ben jij iemand die detailgericht en samenwerkingsgericht is, onze bedrijfsprocessen met overtuiging wil opnemen, en zowel houdt van de nauwkeurigheid van finance als van de variatie die we te bieden hebben? Apply now!
Tasks and responsibilitiesAs Finance & Admin Specialist at OTIV you will
Finance (50%)
- Book incoming and outgoing invoices and ensure accurate processing
- Manage the full PO-to-invoice flow
- Support monthly, quarterly and annual closings together with the accountant
- Assist in reporting actuals, budget and forecast, and follow up department and company budget
- Handle payment processing, expenses and record-keeping
- Administer company insurance matters
Procurement & logistics
- Run the full procure-to-pay process: sourcing, receiving, invoicing
- Place orders with suppliers and follow up to ensure on-time delivery
- Take ownership of shipments (domestic and international)
- Maintain accurate records in Odoo, including stock management
Office & compliance
- Manage e-inboxes and handle incoming requests
- Manage client site access, clearances and documentation
- Administer office onboarding, car park, and PPE
- Support ISO 9001 processes and audit documentation
- Provide general administrative support and help coordinate events
Furthermore, you will form a strong administrative team with Marthe (Admin Specialist with a focus on People & Operations).
Requirements
- Bachelor in accountancy or finance (or equivalent through experience)
- 3+ years in a financial-administrative role
- Confident with the numbers: closings, budget follow-up, procure-to-pay, invoicing
- Hands-on with Odoo or comparable ERP and strong in Excel
- Genuine passion for office management and general operations: you like keeping things running and people supported
- Structured, accurate, and able to own end-to-end processes
- Excellent communication and interpersonal skills
- Proactive and pragmatic, thrives in a fast-moving scale-up
- Affinity with compliance and process improvement
- Curious about AI and automation: you actively look for ways to streamline and automate administrative and finance processes
- Fluent in Dutch & English (other languages are a plus)
Nice to have:
- Previous experience in a fast-paced & broad administrative team, ideally in a tech or scale-up environment.
- Experience in international shipping (export documentation,...)
- Experience in People/HR processes (payroll, ...)
Benefits
What we offer
- Full time (100%) or part time (80%) offer with competitive salary package.
- International environment in a disruptive scale-up with opportunities to grow.
- Early riser or night owl? Either way, you’ll fit right in our flexible working hours system.
- Hybrid working policy, with an office in beautiful Ghent (Belgium).
- Collaborative, transparent, and fun-loving office culture.
- Team events and quarterly offsite.
- 32 days of vacation. (pro rata)
Skills Required
- Bachelor in accountancy or finance (or equivalent through experience)
- 3+ years in a financial-administrative role
- Experience booking incoming and outgoing invoices, month/quarter/year closings, and budget follow-up
- Hands-on experience with Odoo or comparable ERP
- Strong Excel skills
- Manage full PO-to-invoice flow, payment processing, expenses and record-keeping
- Structured, accurate, able to own end-to-end processes
- Excellent communication and interpersonal skills
- Fluent in Dutch and English
- Affinity with compliance, process improvement and support for ISO 9001 processes
- Curious about AI and automation to streamline finance and admin processes
- Previous experience in a fast-paced administrative team, ideally in a tech or scale-up environment
- Experience in international shipping and export documentation
- Experience with People/HR processes (payroll)
What We Do
OTIV develops assistance, remote control, and autonomous technology for rail, improving safety, increasing efficiency, and contributing to the modal shift. Our solutions enable industrial players, rail operators, and infrastructure managers to transition from manual handling to assisted, remote-controlled, or fully autonomous rail operations. We collaborate with major industry players such as CAF, DB Cargo, ArcelorMittal, Green Cargo, ProRail, and SNCF to address critical socio-economic challenges, including incident costs, labor shortages, and the environmental impact of transportation.
