Overview
The Middle Office Administrative tasks cover a wide range of activities, including gathering and verifying information for contract creation (e.g., work permits and certificates of competence); creating and managing purchase orders for candidates' own companies; reviewing contracts generated by the system; creating and maintaining client and candidate master data in ERP systems to ensure timesheets can be logged and invoices can be generated and reconciled with incoming bills; handling client invoicing (including uploading invoices to portals and reconciling receivables with candidate bills); and generating reports to meet business needs.
Responsibilities
* Gather and verify necessary information for contract creation, such as work permits and certificates of competence.
* Create and manage purchase orders for candidates\' own companies.
* Review contracts generated by the system.
* Create and maintain client and candidate master data in ERP systems to ensure timesheets can be logged and accurate invoices can be generated and reconciled with incoming bills.
* Handle client invoicing, including uploading invoices to customer portals and reconciling receivables with candidate bills.
* Generate reports to meet business needs.
* Support to our stakeholders.
Ideal Candidate / Qualities
The ideal candidate for this role is someone who pays close attention to detail, is eager to understand how various processes interconnect and influence one another, is hungry to learn, can work well in a team, and is motivated to help build business growth and optimize processes.
Customer Service Related Tasks
* Along the contract life cycle there can be several interaction points with our stakeholders: communicate with candidates to gather necessary information for accurate and timely contract creation.
* Coordinate with recruitment consultants, local finance, payroll, and legal teams to manage timelines and data flows between Front, Back, and Middle Office.
* Onboard candidates by explaining the use of candidate portals and pay slip details.
* Respond to candidate inquiries.
* Address client queries.
Preferred Experience
* Working in a shared service center environment
* Handling AP and/or Billing customer service
* Collaborating effectively with international and cross-functional teams to achieve goals
Language Skills
* Fluency in English and German
* Proficiency in another EU language is required, with Spanish being highly advantageous
Key Competencies
* Exceptional attention to detail and accuracy, ensuring information is correct, complete, and consistent
* Strong customer focus and excellent communication skills, both written and verbal
* Outstanding organizational skills, flexibility, and the ability to work under pressure and meet deadlines
* Ability to work independently, take initiative, and maintain a continuous improvement mindset, while also being a team player
* Proficiency in Excel is needed
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