Administrative Officer - HR & Finance

The Bit About Urbantz

At Urbantz,  we help some of the world's largest retail, grocery, e-commerce and logistics companies improve their last-mile delivery operations through smarter, more sustainable delivery management. Our  SaaS platform is built for enterprise teams managing complex multi-fleet operations, helping them reduce emissions, allocate work more intelligently across carriers, build tailored workflows and create better delivery experiences for customers.

More than 100 brands use Urbantz  to gain better visibility and control over their delivery operations.

Since launching in 2015,  we've grown quickly across Europe, the Middle East and beyond . In 2020, Deloitte ranked us third in its annual Technology Fast 50 list.

The Challenge

Our mission is to be a business partner and to empower our internal customers.

As an Administrative Officer - HR & Finance, you will join a dynamic and fun team of 2 people (Simon, Finance Manager and Sarah, HR Manager), working on a wide range of diversified activities. You will have different responsibilities, including administration activities in human resources, finance and office management.

The Day-to-Day

Finance activities

Your first objective is to contribute to the financial activities :

• Processing and checking all incoming invoices and expense notes (for which the process is already highly automated);
• Preparation of payments;
• Preparation of sales invoices and follow-up of unpaid invoices with the account managers;
• Preparation of the accounting for our external accountant;
• Contribution to the preparation of the annual audit;
• Processing of open accounting items (accounts receivable and payable);
• Contribution to the reporting and controlling activities.

HR activities

You will then ensure the smooth HR administration throughout the employee lifecycle :

• Coordinating the onboarding process;
• Assisting with payroll management in collaboration with the payroll office;
• Maintaining employee administration records and ensuring data accuracy across all HR tools;
• Administering employment contracts and amendments;
• Assisting with the recruitment coordination;
• Supporting the development of employer branding content across various platforms (LinkedIn, job boards, etc.);
• Participating in the organization of company events.

Office Management activities

You will also be the go-to person for the smooth day-to-day running of the office :

• Day-to-day management of the office (reception, rooms, laptops, etc.);
• Ordering supplies and catering for the office;
• Being the contact point with our main suppliers (insurance, rent, systems, etc.).

The Must Haves

You like helping people and can always keep a dynamic and friendly attitude.

• Bachelor's degree in a relevant field (Human Resources, Business Administration, Accounting, or a related field);
• A first hands-on experience in an administrative, HR or finance role is required. Experience in a multi-disciplinary admin role is a plus;
• French native speaker and fluent in English;
• Strong Excel skills;
• Proactive and can do attitude, work independently and autonomously;
• Strong organizational competencies, used to meet short deadlines;
• Excellent communication skills.

The Great to Haves

• Tech savvy;
• Like the unforeseen and diversified tasks;
• Effective computer skills: Microsoft Office Software, any experience with accounting software is a plus.
• Eager to learn and not afraid to work in a challenging and ever changing environment.

The Perks

• Part-time job (3 days work week)in our fancy office in the center of Brussels (hybrid setup with remote working).
• Autonomy to  define and navigate your own path to success.
• A competitive salary , the right tools and a range of fringe benefits (meal voucher, hospital and group insurance, etc.).
• An  incredibly diverse international team and a company culture  that encourages freedom, creativity and collaboration.
• Opportunities  to grow your expertise through training and workshops.
• Team meetups in Brussels , an annual offsite somewhere sunny.