Office Administrator

POSITION DESCRIPTION

The Office Administrator will provide essential support across both administrative and financial operations within the organization. This role includes managing financial processes, overseeing office management duties, and supporting the People Operations team. The ideal candidate will have a keen eye for detail, a proactive approach to managing responsibilities, and the ability to ensure smooth operations across multiple areas.

Location: Brno, Czech Republic (onsite)

Reports to: Senior Manager, People Operations

RESPONSIBILITIES

Finance Support & Coordination

• Manage cash flow forecasts and assist with financial planning.
• Assist with the preparation of monthly financial closure in coordination with headquarters in Belgium.
• Handle supplier invoices by ensuring approval, coding, posting them in the accounting system, and transferring them to the external accounting company.
• Regularly monitor bank accounts for credits, debits, and ensure constant updates.
• Manage collections and payments, ensuring that all financial obligations are met promptly.
• Maintain and organize treasury files.
• Oversee payroll processing, ensuring accurate communication with the external accounting company.
• Ensure accurate filing and archiving of all financial and administrative documents.
• Dispatch relevant financial information to subsidiaries and other teams as required.

HR & Office Support

• Record holidays, days off, and hours worked in the payroll system.
• Participate in recruitment activities, including posting job advertisements, arranging and conducting interviews, and communicating with candidates.
• Stay informed about local labor laws and compliance requirements, ensuring the organization adheres to company policies.
• Regularly update and maintain office policies and procedures.
• Manage incoming and outgoing mail, sorting and distributing as necessary.
• Welcome visitors and assist them in a professional and courteous manner.
• Oversee the management of office space, including furnishings, supplies, and general upkeep.
• Track absence and attendance through the company's internal system.
• Share relevant company communications during regular staff meetings and other channels.
• Coordinate logistics for company events and meetings.
• Organize business travel arrangements and calculate related expenses.
• Provide routine administrative support to the local representative and assist with additional tasks as needed by the supervisor or company.

REQUIREMENTS

• 1+ years of experience in administrative coordination and financial support roles
• Bachelor's degree in related field, professional or military equivalent experience  
• Full professional proficiency level in English
• Strong organizational, time management, and multitasking skills
• Ability to maintain confidentiality and manage sensitive company information
• Comfortable managing both strategic projects and repetitive tasks
• A proactive and solution-oriented mindset with excellent attention to detail
• Solid proficiency in Microsoft Office

DESIRABLE

• Familiarity with payroll systems and financial reporting tools.
• Experience in recruitment activities and personnel management.
• Strong interpersonal and customer service skills.
• Knowledge of local labor laws and accounting compliance.
• Can speak and understand Czech language for dealing with local suppliers.
• Valid driving license (B)
• Knowledge of Czech Labour Code is a plus

​Acclaro is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other protected characteristic as outlined by federal, state or local laws. We make hiring decisions based solely on qualifications, merit and business needs at the time.​

• 13th month salary benefit.
• Supplementary pension insurance.
• Meal vouchers, leisure vouchers.
  
• Unlimited holiday program.
• Opportunity to work from home. 
• Flexible working hours.
  
• Friendly and supportive team-work, teambuilding activities
• International business environment.
  
• Complimentary coffee and tea to fuel your productivity at work.