Administrative & Finance Assistant

FlavorWiki is a consumer and product understanding platform that combines advanced software solutions with rigorous market research methodologies. We are looking for a highly organized and dependable Admin & Finance Administrative Assistant to support our finance and corporate operations teams with day-to-day administrative activities.

This role supports established finance and administrative processes by working with existing templates, trackers, and approval flows, ensuring information is accurate, up to date, and properly documented. The position is designed as a support role, assisting the finance and administrative teams with executional steps.

Key Responsibilities

Finance Operations Support

• Assist with maintaining and updating internal trackers related to purchase orders (POs), invoices, and project spending
• Capturing information relating to PO requests onto the PO approvals sheet in Excel.
• Update project spend and budget tracking files daily
• Update the daily closing bank balances sheet with the day's closing balance information.
• Monitor approved POs and notify the team once approvals have been granted.
• Assist in organizing documentation required for intercompany fund transfers.
• Filing of vendor invoices and documentation.
• Assist with consultant payments by checking invoice details.

Administrative Support

• Support vendor and consultant onboarding by sending required documentation (NDAs, W-8 / W-9 forms)
• Assist with maintaining vendor records and internal trackers
• Support new client registration by organizing and keeping client's information and documentation filed.
• Support month-end activities by assisting with  preparing internal summaries and status reports

Cross-Team Administrative Support

• Support Sales and Operations teams by providing payment and PO status updates based on information in the internal tracking system
• Help coordinate finance-related approvals and submissions, including:
• assisting with follow-ups on overdue invoices by sending standard reminder emails to clients
• sending internal PO notification emails to the team once an invoice has been accepted
• Support internal administrative processes by:
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• collecting required information for service sharing requests from the team: coordinating submissions and follow-ups via designated channels

Qualifications & Skills

• Basic accounting knowledge or entry-level experience in finance operations
• Experience with invoicing, POs, or basic bookkeeping
• Strong organizational and time management skills
• Good written and spoken English
• Attention to detail and reliability
• Comfortable working in a remote team environment
• Knowledge of Excel / Google Sheets

Remote Work Requirements

• Personal computer or laptop and headphones
• Reliable high‑speed internet connection
• Availability to work during European business hours

About FlavorWiki:

FlavorWiki is a digital insights company that provides market research services and a powerful analytical software for the food and ingredient industry to facilitate data collection, analysis and reporting of consumer insights across all relevant purchase drivers. It combines advanced data and machine learning techniques with easy-to-use features to enable digital communication with consumers, colleagues and suppliers around the world. 

We leverage a global community of testers who are invited to give their opinions on the products subject to the studies by completing surveys within the web-based FlavorWiki application, no downloads required. All the data gathered in these studies is uploaded in real time into the software where our customers can run different statistical analyses, create reports and share results with colleagues.

The FlavorWiki team is a dedicated, multicultural and highly motivated group of professionals, located all around the globe, bringing unique capabilities, knowledge and diverse experience into the work dynamics at FlavorWiki. We encourage every team member to grow professionally and perform in a rewarding and always challenging environment.  

Application process:

FlavorWiki will review every submission carefully and will get in touch with all applicants who provide the information and documents as requested and make a great fit for the role. The application process includes:

1.   Filling the online application form.

2.   Submitting a CV in English.

3.   Submitting a short presentation video / audio in English.

Applicants will be notified via email if they are selected for an online interview.