Location: Remote. Must be based in Northern Ireland or Poland.
Start Date: January/February 2025
Employment Type: B2B Contract or Employment Agreement.
Job Overview
We are looking for a candidate who will work directly with The House Of Code management to accelerate the company’s growth. We value a diligent, responsible, and detail-oriented professional committed to making a meaningful impact on the company's future.
The selected candidate will receive thorough training on current processes but will also be encouraged to take initiative in refining and enhancing administrative processes to make them more efficient and bullet-proof.
The Administration Manager is responsible for overseeing all aspects of financial management, human resources, logistics, and office administration to ensure smooth operational workflows. This role will support the organization in optimizing costs, managing vendor and client relationships, and coordinating essential logistics, contributing to a structured and efficient work environment. The candidate must demonstrate bilingual proficiency in Polish and English, exceptional organizational and analytical skills, and a high level of responsibility.
Key Responsibilities
1. Accounting and Financial Management
* Handle invoice processing and payment settlements for various vendors.
* Collaborate with accounting provider in Poland and Northern Ireland to enable them prepare and submit tax and social security documentation (PIT, VAT, ZUS, National Insurance, CIT).
* Process reimbursements for business trips (e.g., to EU, US, Middle East, and the UK).
* Oversee payroll and compensation settlements, including two companies based in Northern Ireland and Poland.
* Manage accounts payable and receivable, and assist with overdue payment reminders and collections.
* Verify payments versus time logs.
* Plan various company payments.
* Issue invoices to company's customers.
2. Contract and Agreement Management
* Review, amend and fill data in contracts (e.g., contractor agreements, client service contracts).
* Coordinate renewals and maintain up-to-date contract records.
* Review and negotiate terms with suppliers (e.g., conferences, travel, administration services providers).
3. Human Resources Administration
* Coordinate employee onboarding and offboarding processes.
* Track and verify leave requests and maintain an organized vacation log.
* Organize corporate events (e.g., Christmas parties, team-building outings).
4. Logistics Coordination
* Manage travel arrangements, including accommodation and conference room bookings for company trips.
* Coordinate transportation, including flight bookings and company transport arrangements.
* Verify participation in conferences and trade events.
5. Marketing and Conference Support
* Organize marketing materials (e.g., brochures, roll-ups).
* Prepare client testimonials for the company website.
* Coordinate and oversee the company’s participation in industry events (e.g., MWC, Gitex Global).
6. Equipment Management
* Manage office equipment orders (e.g., laptops, monitors, phones).
* Administer software licenses, system access, and account setups (e.g., Jira, Apple Business).
* Maintain an equipment inventory and conduct regular audits.
7. Client and Supplier Relations
* Foster strong connections with agencies, law firms, and business partners.
* Manage the exchange of documents with clients and suppliers.
* Handle inquiries and maintain Non-Disclosure Agreements (NDAs) with clients and suppliers.
8. Reporting and Analysis
* Prepare and analyze cost reports, including operational expenses, business travel, and compensation.
* Review and optimize cash flow and expenditure processes.
9. Administrative Support
* Manage official email correspondence on behalf of the company.
* Forward documents to accounting and legal departments as required.
* Coordinate employee and corporate insurance activities.
Required Qualifications and Skills
Key Competencies:
* Strong analytical and organizational skills.
* Effective financial management and travel settlement experience.
* Familiarity with accounting and operational tools.
* Familiarity with Microsoft Office.
* Communication and negotiation skills for working with team members, clients, and suppliers.
* Flexibility to manage multiple projects simultaneously.
* Understanding of accounting processes and ability to work closely with the accounting team.
Must-Have:
* Proficient in both Polish and English for effective communication.
* Highly organized, responsible, and detail-oriented.
* No criminal record.
* Bachelor’s degree in Accounting, Law, Economy sciences or a related field.
Nice-to-Have:
* Social Media and Marketing experience.
* Additional languages.
What We Offer
* Thorough Onboarding & Training: Comprehensive initial training on company processes to ensure a smooth transition into your role.
* Remote Work: Remote work and flexible work hours.
* Competitive Compensation: Attractive salary package with a choice of B2B or employment contracts.
* Growth Opportunities: Access to professional development, including internal workshops and industry events.
* Collaborative Environment: Join a supportive team with regular team-building and company events.
* Modern Resources: All necessary equipment and software provided to support your success.
Recruitment Stages
1. Application Review – We’ll assess your resume and experience to ensure a fit with the role’s requirements.
2. Phone Screening – A brief call to discuss your background, motivation, and answer any initial questions.
3. Initial Interview – A conversation focused on your skills, experience, and alignment with the company’s values.
4. Technical Assessment – A short task to evaluate your administration expertise.
5. Final Interview – Meet with key team members to discuss long-term goals, expectations, and your potential impact.
6. Offer – If successful, we’ll extend an offer and start preparing for your onboarding!
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