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Job Opportunities in the Act Portfolio
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Office Administrator and Finance Executive (Hybrid)
Meetingsbooker.com
Administration, Accounting & Finance
Dublin, CA, USA
Posted on Tuesday, May 16, 2023
Office Administrator and Finance Executive
Our Story
According to the GBTA, 48% of business travel spend is associated with internal meetings and client or account management meetings. However, most organisations still rely on slow, high-cost manual booking solutions. Simple meetings represent the last category of business travel to move to a digital first environment.
Hubli enables sustainable, cost effective in-person collaboration at scale with over 200,000 spaces around the world to work, meet or stay combined with enterprise controls easily managing employee access, usage, payments, sustainability and diversity policies.
Hubli is considered the market leader in this rapidly growing space powering bookings for some of the world's largest organizations including bp, S&P Global, Bristol Myers Squibb, AstraZeneca, ASML and many more while also enjoying strategic reseller partnerships with global intermediary leaders in both business travel and real estate.
Hubli is an innovative technology replacing slow manual booking services with a fast, efficient, sustainable solution at a fraction of the cost.
You will be joining a rapidly growing international remote team. We can promise a fast moving, dynamic work environment, with continuous opportunity for growth, involvement in decision-making, responsibility, and promotional opportunities.
Our Culture
Whilst we work remotely Our 'Head Office' is based In Dublin Ireland, and the team are spread out across Ireland, UAE and the US, with global suppliers and vendors and we love what we do.
We stand over a simple culture of working hard when we need to and a strong emphasis on individual responsibility.
With Hubli you are not alone. We pride ourselves on creating a great Global team, where you are encouraged to innovate and explore ideas.
If you want to sit around and wait to be told what to do, then we’re not for you. No matter what experience you have, whatever title you hold, YOU have the power to contribute to the running and success of our company, and we will push and support you to reach that next step in your career.
A little about the role
You will be at the centre of all things Hubli! You are an integral part of the operation and will enhance and develop your skills and experience quickly. As a fast paced, rapidly growing business, our responsibilities and priorities shift so that we can move and react to changing requirements, we are also passionate users and developers of technology. If there is a better way to do something we want to know it. That means we need someone who is:
1) Super organised and flexible to move with us, whilst ensuring rigorous process and procedures are implemented to support, regulate, and measure these changes.
2) A passionate user of technology, who loves to find better ways to work and can understand, learn, and improve the way we use our systems, or find and implement better ones.
3) Driven to develop and learn quickly, we will give you every opportunity to fast track your career and experience only if you are self-motivated to do so.
The role will be broken into 2 main functions.
Finance Executive
You will be required to manage in the in-person bank lodgements and transfers therefore be easily accessibility or Located in Dublin
- Day to day processing of accounting information including Accounts Payable and Accounts Receivable
- Management of suppliers and supplier invoicing process, PO generation and invoicing accuracy and processing, ensuring the efficient financial administration of the service operations and its suppliers.
- Manage and prepare monthly budgets, petty cash, bank reconciliations, expenses reconciliation while ensuring consistently high standards are achieved
- Implement finance operational efficiencies and spot opportunities to embrace technology
- Preparation of monthly payroll using Thesaurus payroll system, supporting the online payment process using Stripe, general accounting using XERO accounts package and TransferWise
- Assist with preparation of Monthly Management accounts
- Managing weekly cashflow reports
- Filing monthly returns with Revenue, Scanning and filing financial statements
- Pulling detailed reporting using Excel for Commissions payments and monthly reporting
Office Administration:
- Responsible for the defining and improving operational processes, supplies and setup that support business needs.
- Working with clients and suppliers maintaining excellent relationships with each on behalf of the company
- You will be responsible for arranging travel and attendance for the team at global conferencing events, and general business travel. creating itineraries as requested.
- Assist with special projects, providing project coordination and support for example, movement of the office premises and set up of new premises
- Coordinate events organisation for the office and special events and functions
- Work in collaboration with HR and other teams to ensure new hire on-boarding systems are embedded and maintained.
- Arranging signatures for legal and corporate documentation, ensuring contracts and terms of business are held in line with GDPR and are in line with compliance and auditing standards.
- Tracking and management of employee sick leave and annual leave
- Expense reconciliation for company credit cards
Experience and Attributes
- Be moving through your finance exams, either finance technician Part qualified accountant or similar
- Have 2+ years’ experience in a fast-moving multiple financial transactional role with strong bookkeeping experience
- Attention-to-detail. You pay attention to the details and are known to measure twice and cut once. Nothing falls through the cracks on your watch.
- You will be highly excited but technology and will have used or you will learn to use Stripe, Thesaurus, XERO, TranferWise Revolute -quickly.
- You will have excellent handle on the old school Systems - MS Excel, Word and PowerPoint skills.
- The ability to use your network. If you don’t know the answer, you will be motivated to find it, no obstacle will stop you from your quest to build your knowledge.
- The motivation to learn and constantly improve and identify and volunteer for new challenges.
- Proven ability to perform effectively in a demanding environment with changing workloads and deadlines. The ability to update stakeholders and share your progress, KPI’s and metrics.
- Strong organizational and prioritization skills required, including good time management skills and the ability to manage stakeholder expectations.
Hubli hires globally and is 100% remote, however in order to manage the in person banking transactions, the candidate must be within easy reach of South County Dublin . We started life as Meetingsbooker.com with a head office in Dublin, Ireland before rebranding in 2021 most of the team is still based in Ireland while our CEO recently relocated to New York to expand our North American team.
We are looking for someone based in Ireland, as we meet up regularly to collaborate.
Hubli are an equal opportunities employer. We welcome all applicants based on qualifications and without regard to race, colour, religion, sex, national origin, age, marital or veteran status, sexual orientation, disability, or any other legally protected status.
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