job specification

1. Contract Management and Client Relations

• Coordinate all contractual discussions with clients, acting as the main point of contact for negotiations, revisions, and tracking of contract terms and validity.
• Collaborate with the legal department to ensure legal compliance across all contracts, addenda, and official documents.
• Support the executive team in the formalization of contracts, NDAs, and other legal agreements.
• Ensure the organization and centralization of the company’s contract base, monitoring deadlines and legal obligations.

2. Administration-

• Oversee and execute administrative routines, acting as the liaison between executive leadership, operations, accounting, partners, and clients.
• Monitor business processes, ensure compliance with deadlines, and fulfill tax, labor, legal, and contractual requirements.
• Create and maintain registration as a vendor across client portals, partner platforms, and applicable institutions.

3. Document Management

• Receive, archive, classify, and distribute both physical and digital documents.
• Maintain an accessible, organized, and secure document system for internal reference and auditing purposes.

4. File Organization

• Structure and maintain physical and digital archives to ensure fast retrieval and traceability of information.

5. Financial Support

• Manage accounts payable and receivable.
• Issue invoices and perform monthly financial reconciliation.
• Provide accounting with documentation and reports (issued/received invoices, bank statements, XML and PDF files from the GDF portal).
• Establish and maintain relationships with clients’ finance departments, ensuring proper delivery of invoices and timely payment follow-up.
• Monthly financial statements P & L and Balance sheet end of each month by 15th of the next month.
• Customer revenue reconciliation with contract.
• Monthly indirect tax return compliance and filing.
• Direct tax return compliance
• Yearly tax return compliance and filing.

6. Human Resources Support

• Assist with recruitment processes, onboarding, and offboarding.
• Manage the cooperative relationship (linking partners with the cooperative), including payroll, reimbursements, and related entries on the cooperative portal.

7. Logistics and Procurement

• Organize travel arrangements, obtain quotes, and manage the purchase of materials and services for the company.

8. Communication

• Draft and format corporate documents, prepare presentations, and assist with internal and external communications.

9. Contract-Related Scheduling and Meetings

• Manage schedules and organize meetings strictly related to the validation, negotiation, and modifications of contracts with clients and partners, ensuring all parties are aligned and informed.

10. General Administrative Support

• Participate in meetings related to contract closure and other administrative needs.
• Maintain active communication with the team via WhatsApp, email, and calls.
• Engage with bank managers for financial inquiries, foreign exchange operations, and other services as required.