Administrative Assistant

We are looking for an Administrative Assistant to join our People Operations team. 

As our Administrative Assistant, you will hold a key position in our company by running our day-to-day administration and finances. The responsibilities and tasks are diverse, ranging from checking/preparing invoices, creditor management  and processing declarations. You will be part of the People Operations team, together with our Office Manager you will be playing a key role to support in every aspect of the company.

We are hands down the coolest company to work for and our culture is truly unique. oneUp is an innovation agency and home to around 50 innovators with a broad culturally diverse background BUT… we need to maintain and improve our working environment that makes people want to come and live in our office (not really). Thus, we are looking for a gatekeeper who gets excited to help out colleagues, live our culture, organize and administrate.

Are you curious? Then apply now and let’s have a chat! 

About your job

Responsibilities

• You will be responsible for maintaining the day-to-day administrative tasks;
• You will have ownership of invoices, credit card statements and expense claims;
• You will assist in the preparation of our sales invoices and filing them into different vendor systems;
• You will be the contact point for the business on financial topics & queries around invoices and subscriptions;
• You will be responsible for keeping our project management and time tracking system up to date.

Your tasks

1. Preparation client invoices

2. Create new services/projects:

• Update the project tickets with relevant invoice details and information

3. Manage signed order confirmations

4. Setup client invoices:

• Check (in Productive) if all written hours are correct
• Setup draft invoices and check with client leads and if the invoices are correct and complete
• Send out client invoices and make sure they will be paid on time

5. Supplier invoices:

• Check if incoming invoices are correct in terms of content and invoice requirements and process them in our invoice system (Basecone)

6. (Digital) Credit card invoices:

• Ensure that all the  invoices are uploaded in our expense system (Cledara & Declaree)

7. Office management / HR support

• Providing support office management and HR;
• You manage the accounts and budgets for office, food & beverage supplies. You keep track of transactions and check invoices.

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Who are we looking for?

• 0-3 years of experience with various secretarial/administrative tasks
• Self-starter/ able to work independently
• Trustworthy and accurate (eye for detail)
• Flexible and open minded
• Native Dutch and fluent in English
• 28-40 hours per week
• Can-do mentality
• Experience with tools such as Productive, Declaree, Cledara and Basecone is a plus