Administrative Manager (m/f/d)

Description

Job Summary: Coordination of the administrative area, ensuring the smooth operation of billing, collections, and payment processes, as well as regulatory compliance. Key Highlights: 1. Leadership of a small administrative team. 2. End-to-end management of billing, collections, and payments. 3. Process optimization and regulatory compliance. ### **Description** Our client, a leading company in the security sector, is seeking to incorporate into its finance department the role of an: **ADMINISTRATIVE MANAGER** **JOB MISSION**: Reporting to the Finance Director and coordinating a small team, the selected candidate will be responsible for the comprehensive management of the administrative area, ensuring the proper functioning of billing, collections, and payment processes, as well as compliance with internal procedures, deadlines, and applicable regulations. This person will act as a key coordination point between the finance department, suppliers, customers, and other company departments. ### **Responsibilities** **KEY FUNCTIONS:** **1\. Billing Management** * Supervise and coordinate the **entire billing process**, ensuring invoices are issued correctly in accordance with tax regulations and established commercial agreements. * Verify the **accuracy of data**, pricing, taxes, discounts, and applicable terms. * Manage **recurring billing**, one-off billing, and adjustments as required. * Resolve issues related to billing errors, credit notes, corrections, or duplicates. * Keep billing records updated in the management system (ERP). * Collaborate with other departments (sales, operations, customer service) to ensure consistency between services rendered and invoices issued. **2\. Accounts Receivable (Customers)** * Manage and supervise **collections control**, ensuring adherence to agreed payment terms. * Monitor **outstanding invoices**, due dates, and account statuses. * Coordinate **collection recovery actions** (reminders, calls, emails), maintaining professional and solution-oriented communication. * Analyze **accounts receivable aging** and propose measures to reduce overdue payments. * Handle collection issues in collaboration with the sales or legal departments if necessary. * Prepare periodic reports on accounts receivable status and cash flow forecasts. **3\. Accounts Payable (Suppliers)** * Supervise the registration and validation of **supplier invoices**, verifying their alignment with contracts and purchase orders. * Control **payment schedules**, ensuring compliance with agreed deadlines and conditions. * Coordinate the preparation and execution of payments (bank transfers, payment batches, direct debits). * Manage supplier-related issues: discrepancies, incorrect invoices, claims, or adjustments. * Maintain smooth and professional relationships with key suppliers. * Optimize payment processes to improve efficiency and financial control. **4\. Administrative and Financial Control** * Ensure proper **organization and archiving** of administrative and accounting documentation. * Support the preparation of **monthly closings**, reconciliations, and financial reports. * Collaborate with external advisors, auditors, or accounting departments when required. * Ensure compliance with **internal procedures**, financial policies, and applicable legal and tax regulations. * Propose improvements to administrative processes to increase efficiency and reduce errors. **5\. Reporting and Internal Coordination** * Prepare **periodic reports** on billing, collections, payments, and administrative status. * Analyze variances, recurring issues, and improvement opportunities. * Coordinate and, where applicable, supervise administrative staff within the area. * Act as liaison between management and the administrative area, providing a comprehensive and rigorous overview of the financial–operational status. ### **Requirements** **DESIRED PROFILE** We seek a professional with **academic training in finance–administration**, extensive experience in administrative management, and a holistic understanding of the company’s financial processes. The selected candidate must demonstrate **rigor, autonomy, and organizational ability**, along with a clear results orientation and commitment to continuous improvement. **Academic Qualifications** * **University degree, diploma, or Higher Vocational Training qualification** in **Business Administration and Finance, Accounting, Business Administration and Management (ADE), Economics**, or equivalent fields. * Additional training in **financial management, taxation, management control, or accounting standards** is desirable. * Continuous professional development and upskilling in financial and digital tools are highly valued. **Professional Experience** * **Minimum 10 years’ experience** in similar roles within administration or finance departments. * Proven experience in **end-to-end billing, accounts receivable, and accounts payable management**. * Solid experience in administrative process control, periodic closings, and coordination with external advisors. * Prior experience as **team leader or supervisor of administrative teams** is advantageous. * Demonstrated ability to manage high transaction volumes and multiple tasks with a high degree of reliability. **Technical and IT Skills** * **Advanced Excel skills** (pivot tables, formulas, data analysis). Regular use of **ERP and management software**. Strong command of office applications and digital environments. * User-level knowledge of **Power BI** is highly desirable. **Personal Competencies** * High level of **organization, planning, and attention to detail**. * Methodical, responsible profile with strong deadline orientation. * Analytical capability and sound judgment for **decision-making**. * Strong communication skills for interacting with customers, suppliers, and internal teams. * Proactivity, autonomy, and commitment to continuous improvement. **WHAT WE OFFER:** Permanent contract with probationary period. **SALARY:** Commensurate with the candidate’s experience. Approximate gross annual salary: €35,000. Workplace location: **MADRID, IFEMA area**