Luxembourg Job Openings

Freightos

Office & Admin Support Specialist (Temporary Oct 2024 - Oct 2025) - START ASAP

Mertert

FULL TIME

October 2, 2024

Founded in 2015 and based in Luxembourg, Shipsta by Freightos is a global tender procurement platform that transforms freight procurement for top-tier enterprise shippers. It streamlines tender management by connecting shippers with a vast network of carriers, optimizing logistics operations. In plain terms, Shipsta simplifies the complex world of freight procurement, making it more efficient and accessible for businesses worldwide.
As of 2024, Shipsta joined Freightos, the global booking and payment platform for the trillion dollar freight industry. The Freightos platform is used by hundreds of airlines and ocean liners, thousands of freight companies, and over ten thousand importers and exporters. Oh, did we mention we’re traded publicly on the Nasdaq (CRGO!)
We’re on the hunt for an Office Manager who’s as organized as a label maker, detail-oriented enough to spot a typo from a mile away, and proactive like a superhero swooping in to save the day (or at least the budget). You’ll be the go-to person for keeping the office running smoothly—taking charge of finances, charming vendors, and wrangling contracts, all while juggling a few admin tasks on the side. If you’ve got a knack for numbers, a love for organization, and a “can-do” attitude that could power a small city, we want you!
Responsibilities:
Office Management:
  • Manage schedules and appointments (e.g., visitors).
  • Handle correspondence (emails, calls, letters, etc.).
  • Maintain office supplies and inventory.
  • Ensure the office is well-organized and fully equipped.
  • Organize and maintain files and records (both digital and paper).
Budget Management:
  • Identify cost-saving opportunities and carefully monitor the costs.
  • Work closely with the finance team to monitor office-related expenditures and ensure the office operates within the set budget.
Accounts Payable and Receivable:
  • Process invoices and payments in a timely manner.
  • Oversee billing and collections, ensuring accurate and efficient processing.
  • Resolve any discrepancies with vendors or clients regarding payments.
Vendor & Expense Management:
  • Manage vendor relationships, including handling reimbursements and reviewing credit card statements.
  • Implement and monitor financial controls to ensure expense accountability.
  • Negotiate contracts with vendors and monitor service agreements to ensure quality and cost efficiency.
Contract Management:
  • Organize and maintain office contracts, including tracking expiration dates, in cooperation with the legal and sales teams.
  • Handle contract renewals and terminations, ensuring compliance and timely execution.
Forms and Document Assistance:
  • Prepare and submit necessary administrative, financial, and compliance forms.
  • Ensure proper filing and documentation of all office-related documents, maintaining an organized and accessible system.
Financial Reporting & Banking:
  • Collaborate on and support audits and financial reporting requirements.
  • Manage petty cash and support in improving financial systems to enhance efficiency.
  • Ensure compliance with internal financial controls and procedures.
Ad-hoc Responsibilities:
  • Take on additional tasks as required to support the office and leadership team in daily operations.

Requirements:

Basic requirements:
  • Strong admin management and organizational skills.
  • Ability to work autonomously, while collaborating effectively with others.
  • Excellent attention to detail, with the ability to identify and implement process improvements.
  • Proficient in financial software and MS Office Suite (especially Excel).
  • Strong negotiation and communication skills for dealing with vendors and contracts.
  • Ability to multitask and prioritize tasks in a fast-paced environment.
  • Can-do mindset: A proactive approach to challenges and problem-solving.
  • Collaborative: Works well with cross-functional teams and demonstrates a cooperative attitude.
  • Eager to learn: Open to feedback and committed to continuous learning and development.
  • Autonomous: Able to manage responsibilities independently, while seeking support when needed.
  • Proficient in English, both written and spoken. Good proficiency in either German or French (both would be ideal
Location: Mertert, Luxembourg
Report to Shipsta Finance Manager and dotted line to HR.
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