Finance and Operations Assistant

Oplu Limited; Lombardia; Hybrid; EUR 45,000 - 55,000; Full time

Job summary

Oplu Limited in Milan is seeking a Finance and Operations Assistant for a dual-track role supporting both Finance Manager and Project & Operations Manager. You will manage day-to-day office finances, perform Xero reconciliations, cash reports, and supplier records, while contributing to operational tasks for a UHNW family office.

The role is finance-first in a small team and offers growth toward a Finance Manager position.

Qualifications

• Hands-on bookkeeping and finance administration experience, ideally on Xero.
• Strong understanding of a P&L, balance sheet and cash flow.
• Experience handling mixed business and personal expenses for a Principal or family.
• Excellent numeric skills and attention to detail.
• Excel proficiency; IT savvy and able to troubleshoot.
• Minute-taking; familiarity with Mac OS and Gmail.
• Fluent English with strong presentation and communication skills.
• Proactive, self-starting and able to work under pressure in a small team.
• Existing right to live and work in Italy; no visa sponsorship.

Responsibilities

• Record and reconcile global bank transactions in Xero weekly and monthly.
• Monitor bank balances and prepare cash reports.
• Retrieve and upload data for reporting purposes.
• Produce monthly, quarterly, and YTD global P&L for the Finance Manager.
• Issue invoices and manage payments.
• Submit quarterly reimbursement reports to the Principal's company.
• Organise weekly payment runs; draft, input, and execute payments.
• Submit Principal's company card receipts on Brex.
• Maintain accurate payment records and handle highly sensitive information.
• Provide admin support tracking investments across platforms.
• Execute stock trades on instruction and report profits.
• Complete ad hoc duties as instructed.
• Assist with data input, health insurance claims, supplier contracts, and file management.
• Calculate and track the family's carbon offsets and days per country.

Skills

Bookkeeping

Financial reporting

P&L knowledge

Balance sheet

Cash flow

Excel

Mac OS

Gmail

Fluent English

Communication

Proactive

Teamwork

Attention to detail

Tools

Xero

Brex

Google Drive

Mac OS

Gmail

Job description

• Location: Milan
• Salary: € 45,000 to € 55,000 per annum, depending on experience
• Contract: Full-time, permanent
• Working Pattern: Hybrid. In-office Monday, Wednesday, Thursday; work from home Tuesday and Friday.
• Reporting To: Finance Manager (with directions also from the Project and Operations Manager)
• Languages: Fluent English and Italian. Spanish a strong advantage.
• Start Date: As soon as possible. Immediate availability or short notice preferred.
• Right to Work: Existing right to live and work in Italy required. No visa sponsorship.

Overview

Oplu is leading the search for a Finance and Operations Assistant to join an established UHNW family office in Milan.

This is a dual-track support role across finance and operations. The successful candidate supports both the Finance Manager and the Project and Operations Manager, responsible for the day-to-day running of the office across both functions: Xero reconciliations, cash reports, payment runs, supplier records, insurance claims, and the operational detail that keeps a UHNW family's personal and professional affairs in order.

This is a finance-first role in a small team. The family office describes it as entry level, but the person must already be financially literate and able to work independently from the start. There is scope to grow towards a Finance Manager role over time.

Who This Role Suits

• A Finance Assistant, Accounts Assistant, or Bookkeeper who wants to build a career in a family office. Experience supporting a Principal, entrepreneur, or family, where business and personal finances overlap, is particularly relevant.
• The role would also suit a PA or EA who has genuinely run the books for a Principal, including reconciliations and reporting, and now wants to move fully into finance.
• A degree is not required. What matters is hands-on competence. You understand a P&L, balance sheet, and cash flow, and you need the numbers to reconcile. Presence matters too: polished, articulate, and composed with senior people.

Not a corporate accountant on autopilot. Not an EA who wants to sit at the Principal's shoulder.

Key Responsibilities

Finance Support

• Record and reconcile global bank transactions from several bank accounts and credit cards on Xero, weekly and monthly.
• Monitor several bank balances and prepare weekly cash reports.
• Retrieve and upload raw data for reporting purposes.
• Produce monthly, quarterly, and year-to-date global P&L for the Finance Manager to review.
• Issue invoices where necessary.
• Submit quarterly reimbursement reports to the Principal's company for expenses paid with personal funds.
• Organise the weekly payment run; draft, input, and execute payments on instruction.
• Submit Principal's company card receipts on the Brex platform.
• Maintain accurate payment records and handle highly sensitive information with discretion.
• Provide administrative assistance tracking investments across different platforms.
• Execute stock trades on instruction and report across accounts, highlighting realised profits following any sales.
• Complete ad hoc duties as instructed.

Operations Support

• Assist with data inputting, including forms, questionnaires, and similar.
• Submit and track health insurance claims.
• Assist with keeping track of suppliers and contracts, and keep the Property Registry duly organised.
• Keep the Family Office Google Drive storage in order and file documents in the right place.
• Calculate and track the family's yearly carbon offsets and report on them.
• Keep track of the family's days per country.

Requirements

Must-haves

• Hands-on bookkeeping, accounts, or finance administration experience, ideally on Xero.
• A working understanding of a P&L, balance sheet, and cash flow, and of realised versus unrealised gains.
• Experience handling mixed business and personal expenses for a Principal, entrepreneur, or family.
• Strong numeric skills, financial acumen, attention to detail, and a genuine interest in finance.
• Excel proficiency.
• Tech and IT savvy; comfortable with basic troubleshooting and investigating elementary IT issues.
• Minute-taking.
• Familiar with Mac OS and Gmail.
• Fluent English, written and spoken; excellent presentation and communication skills.
• Proactive, self-starting, and hands-on; able to pick up new challenges with a positive attitude.
• Able to work under pressure, respect deadlines, prioritise logically, and work effectively in a small team.
• Existing right to live and work in the UK. No visa sponsorship.

Strong Advantage

• Previous exposure to a HNW or UHNW family office, private office, or private wealth environment.
• Studying for, or planning to study for, a professional accountancy qualification (ACCA, CIMA, ACA, or AAT).
• Fluency in Spanish.
• Prior exposure to Brex or a comparable corporate-card platform.
• Prior exposure to multi-jurisdiction family office operations, including days-per-country tracking and international reimbursement flows.