Finance & Office Coordinator

Mesh ID; Amsterdam; On-site; EUR 65,000 - 111,000; Part time

Benefits offered by this job

Freelance contract

Possibility to convert to permanent

Amsterdam office

Job summary

Mesh ID seeks a hands-on Finance & Office Administrator to support invoices, payments and paperwork from our Amsterdam office. Youll work closely with our CEO, fractional CFO and bookkeepers to keep financial operations running smoothly.

The role focuses on invoices, payroll prep, vendor records and event logistics. Based in the Netherlands, you will come in two days a week with some weeks busier than others.

Qualifications

• Hands-on financial administration and office support experience.
• Experience with Exact Online or ability to learn quickly.
• Fluent in English; Dutch is an advantage.
• Experience tracking contracts and vendors in HubSpot.

Responsibilities

• Raise and send client invoices in Exact Online.
• Follow up on invoices and prepare supplier payment batches.
• Enter supplier invoices and keep them moving in the system.
• Prepare payroll and expense administration with our provider.
• Handle billing queries from clients and suppliers.
• Maintain client and vendor registers in HubSpot and Exact.
• Set up billing for new clients and shepherd contracts to first invoice.
• Support event administration and logistics for company events.
• Track renewals (insurance, licences, subscriptions).
• Compile source information for board/investor packs.

Skills

Financial administration

Office management

Exact Online

HubSpot

Attention to deadlines

Tools

Exact Online

HubSpot

Job description

Mesh ID builds the platform that banks, fund administrators and other regulated financial services firms use to onboard their own clients: KYC, due diligence and ongoing monitoring, in one flow. Our clients span Europe, the UK, the US and Asia.

Your mission is to keep our financial administration and day-to-day office running, so the rest of the team can spend its time on growth. You'll be the central point for invoices, payments and paperwork, working closely with our CEO, our fractional CFO and bookkeepers to keep our financial operations on track and the Amsterdam office running.

Mesh ID is a scale-up moving fast, and the bookkeeping and office administration has outpaced what one person can keep on top of. As we grow, we need someone dedicated to this work, so the rest of the team can spend its time on the business.

What you'll do

• Raise and send client invoices in Exact Online
• Follow up on invoices
• Prepare supplier payment batches for approval
• Get supplier invoices into our system and keep them moving
• Prepare payroll and expense admin with our payroll provider
• Handle billing queries from clients and suppliers
• Keep our client and vendor register in HubSpot up-to-date
• Keep customer and supplier records in Exact accurate
• Set up billing for new clients
• Shepherd new client contracts from signature to first invoice
• Help with event admin and logistics, such as venues, catering and group travel for events
• Track operational renewals across the board (insurance, licences, subscriptions, etc)
• Pull together source information for board and investor packs

What we are looking for

• Based in the Netherlands and able to work from our Amsterdam office on Monday, Tuesday and/or Wednesday (our fixed office days). Occasional remote work later in the week is sometimes possible, but the in-office availability M-W is essential
• Real, hands‑on experience in financial administration alongside office or business support, ideally at a small or scaling company. We welcome backgrounds in office management, business support or project support, as long as you've actually done basic bookkeeping work, not just been near it
• Comfortable working in Exact Online, or able to pick it up quickly
• Precise, organised and able to hustle to meet deadlines in a fast‑paced environment
• Fluent in English. Dutch is an advantage
• Experience with HubSpot, particularly for contract and vendor tracking
• Comfortable holding both the office and the bookkeeping side without a large team around you

Freelance contract, with the option to convert to a fixed‑term or permanent contract as the role grows. Two days a week, with some weeks busier than others. Based at our Amsterdam office on Monday, Tuesday or Wednesday; which of those days is flexible. Occasional remote work on Thursday or Friday may be possible, at our discretion. Day rate in line with experience. Start date: right away.