Join neXa – Let’s Shape the Future Together!
Position: Finance & Administration Specialist
Location: Poland (Remote/Hybrid with occasional visits to our Warsaw office)
Work Model: Full-time | B2B contract preferred
About Us
We are a fast-growing Polish IT Consulting company specializing in:
- IT Team Leasing
- IT Body Leasing
- Permanent IT Recruitment
- Operations & Engineering
Our clients include international companies and technology-driven organizations across Europe.
As a growing company, we value ownership, initiative, reliability, and close cooperation. Every person on our team has a direct impact on how efficiently our company operates and on the quality of service we provide to our clients and consultants.
About the Role
We are looking for a well-organized, independent, and proactive Finance & Administration Specialist to join our internal team.
This is a broad operational role combining financial administration, consultant support, client communication, benefits administration, reporting, and day-to-day support for the Management Board.
You will work closely with our Accounting team, Business Development Managers, consultants, clients, external service providers, and company management.
The ideal candidate is comfortable managing several different responsibilities at the same time, takes ownership of assigned tasks, and is able to work independently with minimal supervision.
Key Responsibilities
Finance and Invoicing
- Issue sales invoices using our internal system.
- Review costs and purchase invoices received through KSeF and approve or reject them.
- Assign appropriate cost centre codes in the internal system.
- Issue invoice corrections when required.
- Monitor client payment deadlines and inform the relevant Business Development Manager about overdue payments.
- Cooperate closely with the external Accounting team.
- Support financial settlements and other ongoing finance-related processes.
- Maintain accurate and well-organized financial documentation.
Reporting and Excel
- Prepare regular reports, financial settlements, summaries, and operational tools in Excel.
- Maintain and update internal spreadsheets and databases.
- Analyse and organize financial and operational data.
- Support the development and improvement of Excel-based reporting tools.
- Advanced Excel skills are essential for this position.
Client and Consultant Coordination
- Contact clients regarding the approval of consultants’ reports and working hours.
- Coordinate the confirmation of consultants’ timesheets.
- Maintain ongoing communication with consultants.
- Cooperate with Business Development Managers and other business stakeholders within neXa.
- Ensure that required information and documents are collected and confirmed on time.
- Support the smooth flow of information between clients, consultants, and internal teams.
Benefits Administration
- Manage and regularly update the list of consultants enrolled in Allianz and Medicover benefit programmes.
- Cooperate with benefits providers and external partners.
- Coordinate registrations, changes, and cancellations related to employee and consultant benefits.
- Respond to consultants’ questions concerning available benefit programmes.
Administration and Management Support
- Provide operational and administrative support to the Management Board.
- Search for external offers and service providers when required.
- Compare available offers and prepare clear recommendations for the Management Board.
- Support the organization of internal meetings and company activities.
- Book meeting rooms and handle other day-to-day administrative tasks.
- Assist with various operational projects depending on the company’s current needs.
What We’re Looking For
- Previous experience in finance administration, accounting support, office administration, or a similar operational role.
- Practical experience with issuing invoices and processing financial documents.
- Very good knowledge of Microsoft Excel, including the ability to independently prepare reports, settlements, and structured spreadsheets.
- Excellent organizational and time-management skills.
- Ability to work independently and take ownership of assigned responsibilities.
- Strong attention to detail and accuracy.
- Good communication and interpersonal skills.
- Ability to communicate professionally with clients, consultants, suppliers, and internal stakeholders.
- Ability to manage multiple tasks and priorities in a dynamic working environment.
- Proactive attitude and willingness to support different areas of the company.
- Good command of Polish (Native) and English (min. B2 Level)
Additional Skills
- Experience in preparing professional presentations using PowerPoint, Canva, or similar tools would be highly valued.
- Experience in benefits administration or cooperation with providers such as Allianz or Medicover would be an advantage.
- Experience working in an IT consulting, recruitment, staffing, or professional services company would be beneficial.
What Success Looks Like
Within your first months, you will have:
- Taken ownership of the company’s invoicing and financial administration processes.
- Established an efficient process for monitoring client payments and consultant timesheets.
- Built strong working relationships with Accounting, Business Development Managers, consultants, and external providers.
- Ensured that reports, settlements, and administrative documents are accurate and delivered on time.
- Improved the organization and transparency of internal financial and operational data.
- Become a trusted operational partner for the Management Board and the wider team.