Administrative Assistant handling supplier payment processes and document management for Ipiranga with a customer - focused approach in a collaborative environment.
About the role
- Administrative Assistant responsible for finance, HR, and office operations at SaaS scale-up. Opportunity to grow skills in a dynamic work environment with a hybrid setup.
Responsibilities
- Review invoice tickets in HubSpot and create accounts in QuickBooks
- Accurately raise invoices and log receipts
- Update debtor sheets with receipt information and scan customer checks
- Maintain accurate and up-to-date records, including routine HubSpot updates for deals and invoice tickets
- Conduct soft debtor chasing (reminder emails, follow-ups) to support effective debtor management
- Provide general finance support to the line manager as needed
- Work closely with the Line Manager and UK Credit Controller to develop skills across finance and admin tasks
- Take on training, coaching, and feedback to ensure accuracy and consistency
- Build knowledge to become a reliable backup across key responsibilities over time
- Provide cover during line manager absence for agreed tasks once trained
- Schedule interviews, conduct reference checks, and maintain employee records
- Support onboarding processes
- Assist with employee benefits administration and updates as directed
- Manage incoming office calls, voicemail, physical mail, and office supplies
- Order and maintain office equipment and supplies
- Provide support for company events, team lunches, and engagement sessions
- Book tickets and hotels for team travel, escalating exceptions as required
- Gather receipts and assist with expense submissions and reimbursements
- Submit vendor bills and receipts
Requirements
- 1–3 years of administrative, finance, or office support experience
- Strong organizational and administrative skills with a high level of accuracy
- Confident communicator — friendly, professional, and comfortable engaging with team members and stakeholders
- Ability to work independently, manage multiple priorities, and meet deadlines
- Quick learner with a proactive mindset and willingness to grow
- Experience with QuickBooks, HubSpot, or similar platforms is a plus
- Familiarity with HR processes and/or payroll systems is desirable but not required
Benefits
- Great culture & working environment
- Paid vacation including Federal Holidays
- Excellent benefits package
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Job title
Job type
Experience level
Salary
Degree requirement
No Education Requirement
Location requirements
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