Administrative Assistant – Administrative and Accounting Coordination

Primary Responsibilities

The Administrative Assistant serves as the liaison between the sales/operations team and the accounting department to ensure that administrative and accounting processes are clear, organized, and in compliance with applicable regulations.

The candidate will play a key role in tracking purchases, collecting supporting documents, reviewing administrative paperwork, and following up on outstanding payments.

Job Details

1. Tracking purchases and collecting receipts

Understand and track the company’s purchases.

Locate and collect missing receipts and supporting documents.

Organize administrative documents related to expenses.

Identify and classify purchases under the correct expense category.

2. Administrative Management of Freelancers

Collect invoices from freelancers and vendors.

Verify that invoices comply with requirements.

Review the required administrative documents from freelancers and vendors.

Ensure that documents are submitted on time.

3. Review of accounting documents

Check monthly for any missing receipts and supporting documents.

Verify that they comply with accounting and administrative rules.

Monitor the deadlines set by the accounting team for the collection and submission of these documents.

4. Administrative follow-ups and supplier/customer tracking

Follow up with customers by phone regarding payments.

Contact suppliers, freelancers, or assistants to have administrative or accounting errors corrected.

Follow up on requests until they are resolved.

5. General administrative oversight of the company

Learn and understand the company’s overall administrative operations.

Be able to handle administrative tasks related to various operational matters.

Manage the administrative aspects of the vehicle fleet: organizing documents, filing, checking for required paperwork, and ensuring that all necessary documents are up to date and available.

Water, electricity, and telecommunications bills.

Manage administrative procedures related to contracts: opening new contracts, tracking renewals, and terminating contracts.

Contact various external contacts to resolve any administrative issues that arise.

6. Mail Management and Administrative Organization

Receive physical mail.

Sort, file, and distribute incoming documents.

Ensure that paper and digital documents are organized in a clear and systematic manner.

Required qualifications

French

English (minimum B1 level)

Strong organizational skills and attention to detail.

Good interpersonal skills and the ability to follow through.

Ability to communicate with a variety of people.

Conditions

On-site position only, located in Bobigny 93000 (Northeast Paris)

Part-time: 2 to 3 days per week.

Work in coordination with the operations and accounting teams.