Billing Ops

About the Role

We are looking for a structured and reliable Billing & Operations Administrator to join our Operations team. This role has been created to support our Operations Lead in managing a high volume of billing, invoicing and administrative tasks as the business scales.

You will take ownership of recurring invoice administration, customer portal uploads, data maintenance and general operational support — freeing our Operations Lead to focus on complex billing, subscriptions and stakeholder coordination.

This is a great opportunity for someone with an interest in SaaS billing operations, ERP systems (NetSuite / Invoiced) and structured process work.

Key Responsibilities

Invoice & Billing Administration

• Prepare and dispatch monthly invoices (PDF review, quality check, send) via Invoiced
• Create and upload invoices to external logistics and customer-specific portals as required
• Maintain and update internal billing trackers (e.g. hardware, webshop orders) after invoicing
• Complete weekly and monthly post-invoicing documentation in line with internal AR processes
• Support trade compliance research (e.g. Intrastat numbers, product weights) for relevant invoices

Project Billing Support

• Upload Proof of Delivery (POD) documents (orders, timesheets, delivery notes, shipment tracking) to project invoices
• Create and maintain Jira tickets for project billing tasks and documentation
• Assist with hardware deployment billing preparation: transfer device and quantity data from internal service tools into billing trackers
• Support monthly Professional Services billing cycles

Data & System Maintenance

• Maintain customer master data in NetSuite (address updates, contact changes, account corrections)
• Perform routine Jira ticket creation and linking for billing todos and operational tasks
• Support regular data queries and quarterly reporting updates across internal systems

General Operational & Administrative Support

• Handle employee queries regarding timesheets and our time/expense management tool
• Support file server organisation and clean-up tasks
• Manage mobile phone administration, insurance filings and contract documentation
• Assist with facility coordination (postage/franking machine, building admin)
• Organise safety-related admin: IAS meetings, eye exams, fire safety / first-aid courses, inspection scheduling

Accounts Payable (AP) Support – Basic Tasks

• Provide general support to Accounts Payable activities as needed
• Assist in processing and reviewing supplier invoices
• Support verification of invoice details (amounts, references, approvals)
• Help prepare data for payment runs and maintain payment trackers
• Assist with basic reconciliation checks between systems and invoices
• Support communication with vendors regarding invoice status when required
• Maintain accurate supplier and payment-related data in internal systems

Candidate Profile

Required

• Completed commercial apprenticeship (Kaufmännische Ausbildung) or equivalent — e.g. Bürokaufmann/-frau, Industriekaufmann/-frau, or similar
• 1–3 years of experience in billing, invoicing, operations or administrative roles
• High attention to detail and comfort working with structured data and Excel
• Fluent German (C1+) and good working English (B2+)
• Reliable, organised and process-oriented working style
• Comfortable with digital tools and able to learn new systems quickly

Desirable

• Experience with NetSuite, Invoiced, or a comparable ERP / billing system
• Familiarity with Jira or a ticket-based workflow tool
• Experience in a SaaS, tech or logistics-adjacent company
• Basic understanding of accounts receivable or accounts payable processes
• Experience with customer portals (Tradeshift, DSV or similar)