Administrative & Operations Assistant

About the role

NEBIRU is looking for a reliable Administrative & Operations Assistant to keep its administrative operations organized and on track. The role handles invoices and payments, coordination with providers, support for the accountants and general administration. It is based in Chișinău or nearby, with a hybrid setup.

Key responsibilities

• Prepare and track invoices, coordinate payment processing, monitor due dates and follow up on overdue items.
• Manage day-to-day communication with suppliers, service providers and business partners worldwide.
• Organize receipts, invoices and payment records, and coordinate with external accountants to keep them accurate.
• Maintain company records, manage subscriptions and recurring expenses, and ensure documents and deadlines are not missed.
• Help with account setup, access management and document collection.
• Spot discrepancies, chase missing information and flag unusual items early.

Required profile

• Previous experience in administration, accounting assistance, office management, finance operations or a similar role; experience with invoices, payments and accounting documents is a strong plus.
• Trustworthy with financial information, company documents and access to business accounts.
• Highly organized, detail-oriented, proactive and independent.
• Comfortable with numbers and digital tools; written and spoken English required, Romanian and/or Russian useful.
• Based in Chișinău or nearby, comfortable with a hybrid setup.

Required skills

• Spreadsheets and online banking interfaces
• Invoicing tools and everyday business software

What we offer

• Direct ownership of administrative operations with autonomy and no micromanagement.
• Hybrid work in Chișinău with flexible scheduling.
• Work with an international IT staffing business and exposure to international partners.
• Room to grow into finance operations, business administration or office management as the company grows.