Financial Administrator

Hi, I'm Alex, Finance Manager at FeedbackFruits. 👋

Our Finance team is ramping up over the next couple of years, and we are looking for someone to join the team on a 24-32 hour basis! Finance here runs across two entities, a Dutch BV and a US Corp, each with its own invoicing, tax and banking rules. Our customers are universities all over the world, so the work ranges from a straightforward Dutch invoice to a US procurement portal with its own supplier onboarding forms and submission rules. The role is broader than most financial administration jobs at this level, and we are searching for someone who's ready to own it.

I'm looking for a Financial Administrator to take on our day-to-day operations: billing and collections on the receivables side, supplier invoices and payment runs on the payables side, and the Finance mailbox where everything is coordinated. A lot of our processes are still manual, with limited documented processes. You'd be doing the work and improving it at the same time, formalising operating procedures as you go. The ideal team member is someone who notices when a workflow is clumsy, and is proactive in addressing it.

We're a small team of two, and we support the wider organisation with a vast range of topics. You'd work closely with our New Business and Partner Success teams when it comes to billing, and with our Marketing team when it comes to purchasing. When an invoice goes out on time, a university pays on schedule or a purchasing inquiry is resolved ahead of an event, that's visible, and it will be thanks to you. Financial administration can often be limited to a narrow scope of topics within a larger team. If you're eager to get the full picture of operations in a company with an international customer base, this is the right place for it.

What you'll do:

• Send out sales invoices on time. This includes setting up new customers and uploading invoices to procurement portals such as Ariba and PaymentWorks

• Set up and maintain customer subscriptions in the ERP system based on signed contracts, and create invoices and credit notes for all legal entities

• Keep track of unpaid invoices, send payment reminders to institutions that haven’t paid, and flag invoices that stay unpaid

• Partner with Sales and Partner Success to address billing and payment queries

• Ensure supplier invoices and expenses are processed on time

• Prepare the weekly payment run for approval

• Compare bank transactions with our accounting records and resolve any discrepancies

• Manage the Finance mailbox: customer invoice and payment questions, supplier requests, supplier onboarding forms, and internal requests that come in through the ticketing system

• Support month-end close and annual accounts

• Write down how finance processes work in the Finance database in Notion, and update it when you improve them

What you bring:

• You stay accurate and organised during busy periods. At month-end you keep daily work running smoothly while closing the month.

• You follow things through to the end, in a friendly way. Late payments, missing details or an invoice that needs to match a contract: you stay on it until it’s sorted, and people enjoy working with you.

• You take ownership of your work from start to finish. You plan your own week, set your own priorities and keep things moving.

• You speak up when something in the numbers looks off, so we can fix it together.

• You enjoy working with tools and software, and like finding new ways to get more out of them.

• You’re comfortable building things as you go. You ask good questions, fill in the gaps and make sure you know the next steps before you start.

• You have at least one year of experience in a finance or similar administrative role (two or more is a plus), including hands-on work with billing or subscriptions. We care more about your experience than your degree.

• You’ve worked with an accounting system or ERP, such as Exact Online, NetSuite, Dynamics or SAP. Experience with Exact Online, Moss or procurement portals is a bonus

• You write and speak English fluently, as we use it for all internal and external work.

• You’re available 24 to 32 hours per week and can work from our Amsterdam office 2-3 days a week.

What you get:

• 25 paid holidays per year, based on a 40-hour work week

• Hybrid work schedule (2-3 days onsite)

• A day off for your birthday

• Advantageous pension scheme

• 3 days of volunteering leave per year

• €550 Learning & Development budget per year + 3 days paid leave for learning

• Travel allowance and Swapfiets subscription

• Free access to our office gym

• Unlimited access to mental health support via OpenUp (EU, US, and AUS)