Office Manager & Financial Operations Support

DEPT®; Barcelona; Híbrido; EUR 50.000 - 70.000; A tiempo parcial

Descripción de la vacante

A global digital agency in Barcelona is seeking a proactive Office Manager & Finance Operations Analyst to join their team on a part-time basis. This hybrid position involves managing office responsibilities and financial operations. Candidates should have experience in a digital agency, strong attention to detail, and proficiency in NetSuite. The role offers flexibility and a collaborative culture.

Formación

• Experience in finance or operations within a digital or creative agency preferred.
• Proficient in NetSuite or similar accounting platforms.
• Ability to manage multiple tasks with competing deadlines.

Responsabilidades

• Oversee finance operations and ensure billing accuracy.
• Manage facilities and physical office logistics.
• Support cash flow documentation for forecasting.

Conocimientos

Attention to detail

Communication skills

Coordination skills

Multitasking

Ownership

Herramientas

NetSuite

Descripción del empleo

Overview

We’re looking for a highly organised, detail-oriented, and proactive Office Manager & Finance Operations Analyst to join our team on a part-time basis. This hybrid role is perfect for someone who thrives in a varied role, balancing hands-on office management responsibilities with a strong focus on financial operations and reporting. You'll play a vital role in keeping our studio running smoothly while ensuring financial processes are accurate, timely, and efficient.

Key Responsibilities

• Finance Operations & WIP Management
• Lead monthly WIP balance sheet reconciliation review.
• Investigate discrepancies and chase missing purchase orders (POs).
• Validate all outgoing invoices before submission to clients.
• Manage the credit and re-issuance log with accuracy.
• Liaise with internal teams to maintain high-quality revenue tracking data.
• Support billing operations and ensure alignment with project and revenue recognition timelines.
• Oversee all client and intercompany invoicing activities.
• Ensure billing templates and project data are accurate in NetSuite.
• Conduct overrun reporting and assist in project KPI tracking.
• Support the team in project set up and management in our in house system.
• Credit Control & Debtors Management
• Own the debtors list and manage timely follow-up of overdue payments
• Coordinate with finance to identify and resolve misallocated or missing payments
• Escalate critical overdue accounts via weekly reports to senior leadership.
• Create weekly finance action point reports for the local finance team, flagging any ledger issues or outstanding actions.
• Provide weekly debtor list updates to key stakeholders.
• Cash Flow & Month-End Support
• Maintain and update AR status documentation to assist with cash forecasting.
• Review third-party and intercompany costs for proper coding and attribution.
• Align cross-sell and resource share costs with corresponding revenue for monthly close.
• Confirm IC invoices are correct per SOWs and flag variances to PMs.

Office Management Duties

• Facilities & Physical Office
• Manage postal mail, laundry service, fruit box delivery, and council bin schedules.
• Liaise with landlords and cleaners.
• Coordinate onboarding / offboarding logistics (hardware, laptop resets, etc.).
• Daily restocking of fridge and snacks, managing dishwasher and coffee machine upkeep.
• Weekly shopping orders (online and in-store).
• Monthly coffee supply and machine maintenance
• Ensure rooms are clean and equipped (whiteboards, water, glasses).
• Restock and maintain bathroom supplies.

What we are looking for?

• Finance or operations experience in a digital, creative, or professional services agency is preferred.
• Proficiency in NetSuite or similar accounting / project management platforms.
• Exceptional attention to detail and a strong sense of ownership.
• Strong communication and coordination skills.
• Experience juggling multiple tasks with competing deadlines.
• Comfortable working both independently and collaboratively across global teams.
• Positive, can-do attitude with a willingness to pitch in wherever needed.
• This is a part-time role (3–4 days per week) with hybrid flexibility.
• Some physical presence in the Melbourne or Sydney office is required.

Why DEPT?

• Join a fast-growing team at the forefront of modern commerce in Australia and globally.
• Work with bold brands and help architect high-impact platforms and experiences.
• Hybrid working with flexibility and a great office culture in Melbourne.
• Be part of a B-Corp certified, values-led business committed to positive impact.

You’ll be joining a fast-paced, high-performing global agency where every person matters. We foster a collaborative and supportive culture and offer flexibility, trust, and ownership. If you’re passionate about operations and want to make a real impact in a vibrant agency setting, we’d love to hear from you.

Details

• Seniority level: Not Applicable
• Employment type: Part-time
• Job function: Administrative