About the Role
We are looking for a structured and reliable Billing & Operations Administrator to join our Operations team. This role has been created to support our Operations Lead in managing a high volume of billing, invoicing and administrative tasks as the business scales.
You will take ownership of recurring invoice administration, customer portal uploads, data maintenance and general operational support — freeing our Operations Lead to focus on complex billing, subscriptions and stakeholder coordination.
This is a great opportunity for someone with an interest in SaaS billing operations, ERP systems (NetSuite / Invoiced) and structured process work.
Key Responsibilities
Invoice & Billing Administration
* Prepare and dispatch monthly invoices (PDF review, quality check, send) via Invoiced
* Create and upload invoices to external logistics and customer-specific portals as required
* Maintain and update internal billing trackers (e.g. hardware, webshop orders) after invoicing
* Complete weekly and monthly post-invoicing documentation in line with internal AR processes
* Support trade compliance research (e.g. Intrastat numbers, product weights) for relevant invoices
Project Billing Support
* Upload Proof of Delivery (POD) documents (orders, timesheets, delivery notes, shipment tracking) to project invoices
* Create and maintain Jira tickets for project billing tasks and documentation
* Assist with hardware deployment billing preparation: transfer device and quantity data from internal service tools into billing trackers
* Support monthly Professional Services billing cycles
Data & System Maintenance
* Maintain customer master data in NetSuite (address updates, contact changes, account corrections)
* Perform routine Jira ticket creation and linking for billing todos and operational tasks
* Support regular data queries and quarterly reporting updates across internal systems
General Operational & Administrative Support
* Handle employee queries regarding timesheets and our time/expense management tool
* Support file server organisation and clean-up tasks
* Manage mobile phone administration, insurance filings and contract documentation
* Assist with facility coordination (postage/franking machine, building admin)
* Organise safety-related admin: IAS meetings, eye exams, fire safety / first-aid courses, inspection scheduling
Accounts Payable (AP) Support – Basic Tasks
* Provide general support to Accounts Payable activities as needed
* Assist in processing and reviewing supplier invoices
* Support verification of invoice details (amounts, references, approvals)
* Help prepare data for payment runs and maintain payment trackers
* Assist with basic reconciliation checks between systems and invoices
* Support communication with vendors regarding invoice status when required
* Maintain accurate supplier and payment-related data in internal systems
Candidate Profile
Required
* Completed commercial apprenticeship (Kaufmännische Ausbildung) or equivalent — e.g. Bürokaufmann/-frau, Industriekaufmann/-frau, or similar
* 1–3 years of experience in billing, invoicing, operations or administrative roles
* High attention to detail and comfort working with structured data and Excel
* Fluent German (C1+) and good working English (B2+)
* Reliable, organised and process-oriented working style
* Comfortable with digital tools and able to learn new systems quickly
Desirable
* Experience with NetSuite, Invoiced, or a comparable ERP / billing system
* Familiarity with Jira or a ticket-based workflow tool
* Experience in a SaaS, tech or logistics-adjacent company
* Basic understanding of accounts receivable or accounts payable processes
* Experience with customer portals (Tradeshift, DSV or similar)