Vector Synergy

Vector Synergy

Administrative Expenses Specialist Location: Luxembourg About the Role We are seeking an experienced Administrative Expenses Specialist to join our team in Luxembourg. This position involves managing various administrative and accounting functions within an international banking environment, focusing on travel expenses, accounts payable/receivable, and VAT compliance processes. Key Responsibilities Control and approval of travel expenses in accordance with organizational travel policy and procedures Provide help desk support to travelers for queries regarding expense reimbursements Control supplier invoices and assist in the Procure to Pay process Handle queries from suppliers and internal counterparties Prepare KPI reports for management review Assist in payment processing of administrative expenses Support VAT compliance processes and recovery claims Perform regular controls as outlined in the Internal Control Framework Execute accounting, reporting, and reconciliation activities for administrative expenses Assist in the production of financial reports Mandatory Qualifications Certified secondary-level education plus certificate/diploma in accounting/administration (minimum 2 years) or equivalent proven experience English proficiency: Independent user level (B2 or equivalent CEFR) French proficiency: Good knowledge (B1 level or equivalent CEFR) in reading, writing, and speaking Required Experience Minimum 2 years of professional experience in accounting, administrative assistance, or related field Experience with common Enterprise Resource Planning (ERP) software Preferred Experience Administrative expenses experience in international organizations Staff expense reimbursement processing (travel and other expenses) Accounts Payable and Receivable management (validation, problem-solving, client service) HR transaction payments VAT recovery claims processing Client servicing experience Company Information VECTOR SYNERGY sp. z o.o. is a professional services company based in Poland, specializing in providing skilled professionals to international organizations and financial institutions.