Hiring: Finance & Administrative Operations Specialist

About youStep 1 of 3

Full nameEmailPhone — optionalLocation and time zone — optionalLinkedIn — optionalPortfolio — optionalYour CV — PDF please, up to 4 MB; it is read as part of your applicationIntro video — required · a short video of you (1 to 2 minutes), MP4, MOV or WebM up to 100 MB, or a linkor a link anyone can open (YouTube, Vimeo, Loom, or Drive shared as “Anyone with the link”):Why this role? — optional

What is your salary expectation per month, in USD?

The role is budgeted at $1,000 USD per month (final currency to be confirmed). Please give a single monthly figure, not a range.

What is your earliest possible start date?

The start date is ASAP. If you have a notice period, give the first date you could realistically begin.

Can you work full-time, 11:00–19:00 CET, Monday to Friday?

These are fixed core hours. Please answer based on your own time zone and any existing commitments.

How many years have you worked in administrative support, finance administration, bookkeeping support or operations coordination?

Count only paid roles where this was a core part of your work.

Which best describes your most recent relevant role?

Choose the closest match to what you did day to day in your latest position.

Which of these have you personally owned in a paid role?

Tick only tasks you carried out yourself, not ones a colleague handled while you observed.

Filing and labelling invoices Preparing payment details for approval Chasing missing documentation Maintaining internal databases or records Structuring shared drives or folders Responding to internal admin requests Expense and receipt processing Bank or account reconciliation None of these yet

Which of these tools have you used regularly at work?

Regularly means weekly or more. Experience with every tool is not essential.

Notion Slack Google Drive Wise Online banking platforms Accounting software (e.g. Xero, QuickBooks) Excel or Google Sheets ChatGPT or Claude None of these

Have you personally prepared or verified payment details on a banking platform before they were submitted for approval?

Answer yes only if you entered or checked beneficiary details, amounts or references yourself.

What is the largest volume of invoices you have personally filed or processed in a single month?

Give your best honest estimate for the busiest month you handled yourself.

A supplier sends an invoice for $4,800. The bank details differ from the ones used on their previous invoice, the amount is $300 higher than the agreed quote, and the finance lead who normally approves payments is away for three days. Payment is marked urgent in Slack. Walk us through exactly what you would do, in order, and what you would not do.

Two or three short paragraphs is plenty. We are looking at your judgement, the checks you run and how you communicate, not at polished writing.

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Finance & Administrative Operations Specialist

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