Finance Operations & Office Specialist Job at Powerdot (Lisbon)

Job Description

We are looking for a highly organized and proactive Finance Operations & Office Specialist to join our Finance team. This role combines office management responsibilities with finance operations support, including employee expenses, corporate credit card controls, supplier master data maintenance, administrative support, Confluence process documentation, and the coordination of Finance tickets through Jira. The ideal candidate should be detail-oriented, process-driven, comfortable working with multiple stakeholders, and able to ensure that operational finance requests are properly tracked, followed up, documented, and resolved within agreed timelines.

Job Responsibility

Manage day-to-day office operations and ensure a positive workplace environment
Coordinate office maintenance, repairs, and facility-related activities
Manage relationships with office suppliers and service providers
Oversee office procurement, including supplies, equipment, and workplace services
Monitor and manage the central office budget, ensuring spending remains within approved limits
Support office improvement initiatives and workplace optimization projects
Provide administrative support to the Finance team and other internal stakeholders when required
Support the organization of internal documents, shared folders, templates, and recurring administrative records
Coordinate meeting logistics, travel arrangements, internal events, and other operational requests
Follow up on administrative tasks to ensure they are completed accurately and on time
Review and validate employee expense reports in accordance with internal policies
Ensure that expense documentation is complete, accurate, and compliant with company rules
Support the registration and follow-up of employee expenses in the relevant finance systems
Monitor and control corporate credit card usage and related spending
Follow up on missing documentation, incorrect submissions, or policy deviations
Support employees with expense and credit card-related questions
Contribute to the continuous improvement of expense management processes and tools
Create, update, and maintain supplier master data according to the company’s defined rules and approval procedures
Validate supplier information, including legal, tax, banking, and contact details where applicable
Ensure data accuracy, completeness, and compliance with internal control requirements
Support supplier data cleansing and periodic review exercises
Coordinate with internal teams to resolve missing or inconsistent supplier information
Create and update Confluence pages for Finance processes, procedures, guidelines, and operational workflows
Ensure process documentation is clear, structured, and aligned with current ways of working
Organize content using consistent page structure, naming conventions, links, and labels
Review existing pages periodically to identify outdated, duplicated, or incomplete information
Coordinate and manage the Finance team’s Jira ticket process
Monitor incoming Finance requests and ensure they are correctly categorized, assigned, and followed up
Track the status of open tickets and ensure timely resolution by the relevant Finance team members
Act as a key point of contact for internal stakeholders regarding Finance tickets
Support the improvement of Jira workflows, ticket categories, priorities, and escalation rules
Monitor SLAs related to Finance tickets in Jira, including response times, resolution times, overdue tickets, and backlog evolution
Prepare regular reports on Jira ticket performance for the Finance team
Identify bottlenecks, recurring issues, and areas where the ticket process can be improved
Support Finance management with visibility over workload, service levels, and ticket resolution performance

Requirements

2–5 years of experience in Finance Operations, Office Management, Accounts Payable, Shared Services, Administrative Operations, or a similar role
Experience with employee expenses, supplier data, office operations, administrative support, or internal service request processes
Previous experience using Jira or another ticketing/workflow management tool is a strong advantage
Experience using Confluence, SharePoint, Notion, or another documentation tool is considered a plus
Experience with ERP systems or expense management platforms is considered a plus
Strong organizational and planning skills
High attention to detail and accuracy
Ability to manage multiple tasks, requests, and stakeholders at the same time
Good analytical skills and ability to work with operational KPIs and reports
Strong communication skills and service-oriented mindset
Good Excel or Google Sheets skills
Comfortable working with systems, workflows, and structured processes
Ability to identify process gaps and suggest improvements

What we offer

Health insurance
Gym membership
Flexible hours
Annual offsite
English training
Free office snack
Special discounts to charge your car
Private health insurance coverage
Gym membership to help you stay active
Flexible working hours: you own your time
Annual offsite where we celebrate the year’s achievements and spend quality time together
Regular team-building events with your local teammates
English Training as English is our language used to connect with all markets and teams
Free office snacks and unlimited coffee & Meal allowance for every worked day
Special discounts for charging your electric vehicle

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Finance Operations & Office Specialist

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