Administrative Assistant - the role, purpose and mission
As part of the continued growth of our Sofia delivery centre, we are looking for an organised, proactive, and detail-oriented Administrative Assistant to support our finance, operational, and office management activities.
This is a varied role that combines administrative support, office coordination, and finance-related responsibilities. You will play an important part in ensuring the smooth day-to-day operation of the office while supporting colleagues, maintaining accurate records, and assisting with financial administration.
If you enjoy working in a fast-paced environment, take pride in being highly organised, and are looking for an opportunity to contribute to a growing international business, we would love to hear from you.
Key responsibilities and core objectives
Finance &accounts administration
- Process customer invoices against purchase orders and maintain accurate sales ledger records.
- Reconcile customer accounts and investigate discrepancies where required.
- Manage the accounts receivable ledger, including monitoring outstanding invoices and following up on overdue payments.
- Process supplier invoices and reconcile supplier statements.
- Support month-end financial activities and reporting requirements.
- Assist with maintaining accurate accounting records and documentation.
- Support intercompany transactions and reconciliations where applicable.
Office & administrative support
- Help ensure the office operates efficiently and effectively on a day-to-day basis.
- Manage the accounts team inbox and ensure enquiries are handled promptly.
- Coordinate office supplies, equipment, facilities, and maintenance requirements.
- Support general administrative duties and document management activities.
- Maintain accurate records and ensure business documentation remains current and organised.
- Prepare reports, presentations, and administrative information as required.
- Assist employees with office-related queries and day-to-day administrative requests.
- Help organise meetings, team events, and internal activities.
Operational & compliance support
- Assist with implementing company policies, procedures, and operational processes.
- Support local operational projects and initiatives.
- Ensure office documentation complies with company policies and local requirements.
- Coordinate documentation with external providers and local authorities when necessary.
- Identify and escalate compliance or operational concerns to the appropriate stakeholders.
- Contribute to maintaining a positive, collaborative, and professional office environment.
Key skills & experience
- Minimum of 2 years’ experience in accounting, finance, operations, or administration.
- Degree or qualification in Accounting, Finance, Economics, Business Administration, or a related field.
- Strong Microsoft Office skills, particularly Excel.
- Fluent written and verbal English.
- Excellent organisational and time management skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple priorities and work to deadlines.
- Strong analytical and problem-solving abilities.
- Ability to work independently and take ownership of tasks.
- Professional, positive, and service-oriented approach.
- Adaptability and willingness to learn new systems and processes.
Desirable qualifications and experience
- Experience working within a multinational organisation.
- Knowledge of accounts receivable and accounts payable processes.
- Experience with intercompany transactions and reconciliations.
- Experience supporting month-end close activities and financial reporting processes.
- Familiarity with accounting or ERP systems.
Benefits of working with Xtravirt
- 25 days annual leave per year (excluding public holidays)
- Private and comprehensive health insurance
- Death in service benefit (EUR 90,000 in case of an event)
- Food vouchers (€ 102,26 monthly)
- Company funded Multisport card
- Employee package review every six (6) months
- €200 equipment fund for home office enhancement, every 2 years
- Internet and mobile monthly allowance (€ 40/ monthly)
Apply online by completing the online form below include an uplaod of your CV and putting your covering letter in the message field. Alternatively, for job enquiries please email careers@xtravirt.com.