Finance & Administration Specialist
About the Role
This is a broad, high-impact position that serves as the operational backbone of Legrand's Serbian office. The Finance & Administration Specialist works closely with the General Manager and Finance controllers, taking ownership across four key areas: executive & office administration, financial and procurement operations, contracts and compliance, and fleet management.
The role suits a proactive, detail-oriented professional who is equally comfortable preparing a purchase order in SAP, supporting an internal audit, and coordinating office logistics - often on the same day.
1. Executive & Office Administration
Provide administrative and organizational support to the General Manager and department heads
Manage reception duties: handling calls, welcoming clients and visitors
Handle all incoming and outgoing mail and parcels
Organize and maintain office supplies, refreshments, and hygiene materials
Coordinate cleanliness and order in public areas (entrance, kitchen, showroom, meeting rooms)
Contribute to internal communications, employee events, and agency coordination
Maintain and update internal guidelines and procedures when needed
2. Financial & Procurement Administration
Manage the full procurement cycle: generate purchase orders, process goods receipts, perform incoming invoice control and outgoing payment processing in SAP
Track and reconcile customer accounts: monitor incoming payments, follow up on outstanding balances, and manage aged balance reporting
Conduct finance reconciliation with both customers and suppliers
Maintain accurate inventory records for fixed assets and marketing/communication materials
Oversee the purchasing procedure lifecycle, including documentation and archiving for bidding processes
Collaborate closely with internal and external financial accountants and controllers
Review and verify employee travel orders and expense reports
3. Contracts, Documents & Compliance
Ensure proper document archiving and organizational structure across all administrative records
Serve as the primary point of contact for all company insurance policies (health, life, travel, personal liability, and car)
Coordinate and report on Corporate Social Responsibility (CSR) activities
Manage internal and external Health & Safety (OHS) and fire protection reporting
Provide support and documentation during external and internal audits and process testing
Ensure compliance with Group rules, prepare and regularly update documentation and tracking files
Communicate with relevant authorities and supplier companies; organize tenders and support contract negotiations
4. Fleet & Asset Management
Manage the company car fleet: oversee documentation for insurance policies, leasing agreements, and fuel cards
Communicate with leasing companies and manage the parking system
Track assets across the organization: vehicles, laptops, access cards, and related equipment
Maintain comprehensive employee records including sick leave, vacation tracking, and expense reports
Essential
3–5+ years of experience in an administrative, office management, or finance administration role
Hands-on experience with SAP or a comparable ERP system (e.g., Oracle, Navision)
Experience with accounts payable/receivable, invoice processing, or financial administration
Strong document and contract management skills
Fluent in Serbian; professional-level English (written and spoken)
Strong proficiency in Microsoft Office, especially Excel
Good communication and negotiation skills
Proactivity
Preferred
Experience supporting internal or external audits
Experience with compliance, Group-level reporting, or process documentation
Fleet or leasing administration experience
Experience in a multinational environment
Personal Attributes
Highly organized with strong attention to detail
Discreet and trustworthy when handling sensitive financial and personnel data
Comfortable managing multiple workstreams simultaneously
Clear and professional communicator with senior stakeholders