Finance & Administration Specialist

The role suits a proactive, detail-oriented professional who is equally comfortable preparing a purchase order in SAP, supporting an internal audit, and coordinating office logistics - often on the same day.

1. Executive & Office Administration

• Provide administrative and organizational support to the General Manager and department heads

• Manage reception duties: handling calls, welcoming clients and visitors

• Handle all incoming and outgoing mail and parcels

• Organize and maintain office supplies, refreshments, and hygiene materials

• Coordinate cleanliness and order in public areas (entrance, kitchen, showroom, meeting rooms)

• Contribute to internal communications, employee events, and agency coordination

• Maintain and update internal guidelines and procedures when needed 

2. Financial & Procurement Administration

• Manage the full procurement cycle: generate purchase orders, process goods receipts, perform incoming invoice control and outgoing payment processing in SAP

• Track and reconcile customer accounts: monitor incoming payments, follow up on outstanding balances, and manage aged balance reporting

• Conduct finance reconciliation with both customers and suppliers

• Maintain accurate inventory records for fixed assets and marketing/communication materials

• Oversee the purchasing procedure lifecycle, including documentation and archiving for bidding processes

• Collaborate closely with internal and external financial accountants and controllers

• Review and verify employee travel orders and expense reports

3. Contracts, Documents & Compliance

• Ensure proper document archiving and organizational structure across all administrative records

• Serve as the primary point of contact for all company insurance policies (health, life, travel, personal liability, and car)

• Coordinate and report on Corporate Social Responsibility (CSR) activities

• Manage internal and external Health & Safety (OHS) and fire protection reporting

• Provide support and documentation during external and internal audits and process testing

• Ensure compliance with Group rules, prepare and regularly update documentation and tracking files

• Communicate with relevant authorities and supplier companies; organize tenders and support contract negotiations

4. Fleet & Asset Management

• Manage the company car fleet: oversee documentation for insurance policies, leasing agreements, and fuel cards

• Communicate with leasing companies and manage the parking system

• Track assets across the organization: vehicles, laptops, access cards, and related equipment

• Maintain comprehensive employee records including sick leave, vacation tracking, and expense reports

Essential

• 3–5+ years of experience in an administrative, office management, or finance administration role

• Hands-on experience with SAP or a comparable ERP system (e.g., Oracle, Navision)

• Experience with accounts payable/receivable, invoice processing, or financial administration

• Strong document and contract management skills

• Fluent in Serbian; professional-level English (written and spoken)

• Strong proficiency in Microsoft Office, especially Excel

• Good communication and negotiation skills 

• Proactivity

Preferred

• Experience supporting internal or external audits

• Experience with compliance, Group-level reporting, or process documentation

• Fleet or leasing administration experience

• Experience in a multinational environment

Personal Attributes

• Highly organized with strong attention to detail

• Discreet and trustworthy when handling sensitive financial and personnel data

• Comfortable managing multiple workstreams simultaneously

• Clear and professional communicator with senior stakeholders