About this role
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 InvoicedCreate and upload invoices to external logistics and customer-specific portals as requiredMaintain and update internal billing trackers (e.g. hardware, webshop orders) after invoicingComplete weekly and monthly post-invoicing documentation in line with internal AR processesSupport trade compliance research (e.g. Intrastat numbers, product weights) for relevant invoicesProject Billing Support
Upload Proof of Delivery (POD) documents (orders, timesheets, delivery notes, shipment tracking) to project invoicesCreate and maintain Jira tickets for project billing tasks and documentationAssist with hardware deployment billing preparation: transfer device and quantity data from internal service tools into billing trackersSupport monthly Professional Services billing cyclesData & 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 tasksSupport regular data queries and quarterly reporting updates across internal systemsGeneral Operational & Administrative Support
Handle employee queries regarding timesheets and our time/expense management toolSupport file server organisation and clean-up tasksManage mobile phone administration, insurance filings and contract documentationAssist with facility coordination (postage/franking machine, building admin)Organise safety-related admin: IAS meetings, eye exams, fire safety / first-aid courses, inspection schedulingAccounts Payable (AP) Support – Basic Tasks
Provide general support to Accounts Payable activities as neededAssist in processing and reviewing supplier invoicesSupport verification of invoice details (amounts, references, approvals)Help prepare data for payment runs and maintain payment trackersAssist with basic reconciliation checks between systems and invoicesSupport communication with vendors regarding invoice status when requiredMaintain 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 similar1–3 years of experience in billing, invoicing, operations or administrative rolesHigh attention to detail and comfort working with structured data and ExcelFluent German (C1+) and good working English (B2+)Reliable, organised and process-oriented working styleComfortable with digital tools and able to learn new systems quicklyDesirable
Experience with NetSuite, Invoiced, or a comparable ERP / billing systemFamiliarity with Jira or a ticket-based workflow toolExperience in a SaaS, tech or logistics-adjacent companyBasic understanding of accounts receivable or accounts payable processesExperience with customer portals (Tradeshift, DSV or similar)