Finance and Administration Officer

Finance and Administration Officer

Sabena Engineering

Brussels, Belgium

Are you ready to join us?

We are looking for a motivated and detail-oriented Finance and HR Administration Officer to join our team. This role involves managing both financial and human resources administrative tasks, ensuring smooth operations within the company. You will be responsible for booking supplier invoices, tracking payments, handling invoicing, and assisting with employee-related administrative functions, such as onboarding and offboarding. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to work independently to meet deadlines.

Key Responsibilities:

• Booking Customer Invoices: Accurately prepare customer invoices and record them in the financial system;
• Customer Follow-up: Communicate with customers when questions arise regarding invoices and resolve any discrepancies. Issuing credit notes and sending reminders;
• Office Supplies Management: Manage the ordering and stock of office supplies, printer cartridges, and other necessary materials to ensure the smooth running of office operations;
• Travel Administration: Organize international business travel, including booking flights, hotels, and coordinating travel orders;
• Expense Reports: Prepare expense reports for approval of the HR-Manager and CEO, ensuring they are compliant with company policies;
• General Administration: Provide general administrative support to the finance and HR teams, including managing calendars, scheduling meetings, and other ad-hoc tasks;
• Maintain Vendor Records: Update and maintain supplier/vendor contact details, contracts, and other relevant documentation;
• Data Entry: Ensure accurate and timely data entry into relevant systems (e.g., Amos, HR software, accounting software);
• Reporting: Assist in preparing regular reports related to finance, HR, and office operations for management review;
• Compliance: Assist in ensuring compliance with company policies, legal requirements, and industry regulations.

Your profile:

• Minimum of a high school degree in Office Management or a related administrative field;
• Previous experience in a finance and HR role in an international or multinational organization is an advantage;
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines;
• Solid understanding of accounting principles and financial systems (experience with Amos is a plus);
• High level of accuracy in data entry, documentation, and financial processing;
• Excellent written and verbal communication skills;
• Proficiency in Microsoft Office (Excel, Word, Outlook) and HR software;
• Ability to work both independently and collaboratively within a team;
• Discretion and integrity in handling confidential information;
• Knowledge of international travel booking and logistics is an advantage.