On-Site Assistant

Job Description

This is a part-time opportunity for someone who enjoys being the operational backbone of a small, dynamic organization. The selected talent will work onsite in the Vienna office twice per week and help maintain internal structure, support accurate master data, coordinate documentation, assist with invoice workflows, and keep recurring administrative processes running smoothly. Basically, the kind of person who brings order to chaos and politely asks chaos to use the correct tracker.

For this project, the selected candidate will:

• Manage calendars, meetings, appointments, agendas, meeting minutes, and action-item tracking for the leadership team
• Maintain shared folders, templates, trackers, logs, and Microsoft 365 structures
• Support onboarding and offboarding administration, including checklists, documentation, and access coordination
• Prepare internal documents, presentations, reports, summaries, and project trackers
• Track internal projects, compliance documentation, audit-ready files, and follow-up deadlines
• Coordinate administrative responses and documentation for inquiries from authorities and auditors
• Support non-technical health, safety, and environment documentation
• Support master data entry, validation, maintenance, and routine accuracy checks
• Maintain item attributes, logistics data, packaging hierarchy, SKU status updates, and SKU lifecycle tracking
• Prepare and upload product data to platforms such as GS1 and 1WorldSync
• Coordinate vendor setup, purchase orders, contract timelines, service renewals, and subscription logs
• Support invoice processing for recurring local expenses such as office services, mobile phone contracts, utilities, rent, cleaning, subscriptions, and smaller suppliers
• Review invoices for completeness, coding, documentation, and timely submission
• Identify invoice discrepancies, support price difference clarification, and coordinate resolution with internal stakeholders
• Prepare and process minor recurring non-commercial customer invoices
• Maintain cost tracking logs and support timely payment follow-up
• Assist with travel arrangements, itineraries, expense documentation templates, and small team event logistics
• Support data cleansing, formatting, document version control, and consolidation of inputs from cross-functional teams
• Assist with non-sensitive HR and people support tasks, including onboarding kits, holiday calendar consolidation, engagement survey support, and monthly team voucher administration

Qualifications

Ideal candidates will have:

• Proven experience as a Virtual Assistant, Executive Assistant, Operations Coordinator, Administrative Coordinator, or similar role
• Experience with master data management, financial administration, invoice workflows, or basic procurement support
• Strong proficiency with Microsoft 365, especially Excel, Teams, SharePoint, Outlook, and PowerPoint
• Excellent organizational skills, accuracy, follow-through, and attention to detail
• Experience reviewing invoices, tracking discrepancies, coordinating clarifications, or supporting basic reconciliation
• Familiarity with GS1 or 1WorldSync, strongly preferred
• Experience with SKU data, product information management, packaging hierarchy, or logistics data, preferred
• Ability to maintain structured trackers, documentation cycles, audit-ready records, and version-controlled files
• Strong English communication skills, as English will be the working language
• German language skills, strongly preferred for supplier, authority, and documentation-related communication
• Ability to handle confidential information professionally
• A proactive, reliable working style and comfortable operating independently across multiple recurring work streams
• Experience in FMCG, consumer health, multinational organizations, procurement workflows, finance administration, or project coordination, a plus

Company Description

An enterprise client is looking for a highly structured, detail-oriented assistant to support a wide range of non-commercial administrative, operational, master data, compliance, vendor coordination, and invoice-related tasks for a lean, fast-moving team in Austria.