On-Site Assistant - Operations, Master Data & Invoice Support

Google Chrome Microsoft Edge Apple Safari Mozilla Firefox On-Site Assistant - Operations, Master Data & Invoice SupportContractCompany DescriptionAn enterprise client is looking for a highly structured, detail-oriented assistant to support a wide range of non-commercial administrative, operational, master data, compliance, vendor coordination, and invoice-related tasks for a lean, fast-moving team in Austria.Job DescriptionThis is a part-time opportunity for someone who enjoys being the operational backbone of a small, dynamic organization. The selected talent will work onsite in the Vienna office twice per week and help maintain internal structure, support accurate master data, coordinate documentation, assist with invoice workflows, and keep recurring administrative processes running smoothly. Basically, the kind of person who brings order to chaos and politely asks chaos to use the correct tracker. For this project, the selected candidate will:Manage calendars, meetings, appointments, agendas, meeting minutes, and action-item tracking for the leadership teamMaintain shared folders, templates, trackers, logs, and Microsoft 365 structuresSupport onboarding and offboarding administration, including checklists, documentation, and access coordinationPrepare internal documents, presentations, reports, summaries, and project trackersTrack internal projects, compliance documentation, audit-ready files, and follow-up deadlinesCoordinate administrative responses and documentation for inquiries from authorities and auditorsSupport non-technical health, safety, and environment documentationSupport master data entry, validation, maintenance, and routine accuracy checksMaintain item attributes, logistics data, packaging hierarchy, SKU status updates, and SKU lifecycle trackingPrepare and upload product data to platforms such as GS1 and 1WorldSyncCoordinate vendor setup, purchase orders, contract timelines, service renewals, and subscription logsSupport invoice processing for recurring local expenses such as office services, mobile phone contracts, utilities, rent, cleaning, subscriptions, and smaller suppliersReview invoices for completeness, coding, documentation, and timely submissionIdentify invoice discrepancies, support price difference clarification, and coordinate resolution with internal stakeholdersPrepare and process minor recurring non-commercial customer invoicesMaintain cost tracking logs and support timely payment follow-upAssist with travel arrangements, itineraries, expense documentation templates, and small team event logisticsSupport data cleansing, formatting, document version control, and consolidation of inputs from cross-functional teamsAssist with non-sensitive HR and people support tasks, including onboarding kits, holiday calendar consolidation, engagement survey support, and monthly team voucher administrationQualificationsIdeal candidates will have:Proven experience as a Virtual Assistant, Executive Assistant, Operations Coordinator, Administrative Coordinator, or similar roleExperience with master data management, financial administration, invoice workflows, or basic procurement supportStrong proficiency with Microsoft 365, especially Excel, Teams, SharePoint, Outlook, and PowerPointExcellent organizational skills, accuracy, follow-through, and attention to detailExperience reviewing invoices, tracking discrepancies, coordinating clarifications, or supporting basic reconciliationFamiliarity with GS1 or 1WorldSync, strongly preferredExperience with SKU data, product information management, packaging hierarchy, or logistics data, preferredAbility to maintain structured trackers, documentation cycles, audit-ready records, and version-controlled filesStrong English communication skills, as English will be the working languageGerman language skills, strongly preferred for supplier, authority, and documentation-related communicationAbility to handle confidential information professionallyA...