Administration Assistant (Finance)

Department

Finance & Administration

Reporting Line

Finance / Management

Position Type

Full-Time

Location

Athens, Greece (Hybrid)

PURPOSE OF ROLE

The Administration Assistant (Finance) will provide financial, contractor and general administrative support to Ogenus Offshore, ensuring accurate documentation, efficient processing of contractor contracts, timesheets and invoicing, and effective day-to-day business administration.

The role will act as a central administrative support function for Finance, Recruitment and Operations, reducing administrative workload across the business and allowing the respective teams to focus on their core responsibilities. The position does not involve crewing coordination, mobilisation or operational delivery management.

JOB ROLES & RESPONSIBILITIES

1. Contractor Contracts & Administration

• Prepare and issue contractor contracts using approved templates and agreed commercial terms.
• Ensure contractor details, assignment dates, rates and contractual information match approved Deal Sheets.
• Coordinate contractor signatures and follow up on outstanding documentation.
• Prepare contractor contract extensions and amendments following relevant approval.
• Maintain accurate contractor contract records and organised digital filing systems.
• Liaise with Recruitment and Operations to resolve missing or incorrect information.
• Escalate contractual discrepancies or proposed changes to the appropriate manager.
• Prepare project overviews and contractor packs

2. Finance & Accounts Administration

• Assist with preparing and issuing client invoices.
• Maintain accurate invoicing, payment and financial administration records.
• Support contractor payment administration
• Assist with credit control follow-ups.
• Maintain financial spreadsheets, trackers and supporting records.
• Liaise with Finance on payment queries and discrepancies.

3. Timesheets & Contractor Payment Support

• Collect, check and record contractor timesheets.
• Follow up on missing, incomplete or incorrectly submitted timesheets.
• Ensure timesheets are properly approved before processing.
• Maintain records for payroll and invoicing, checking against agreed rates and assignment details.
• Escalate discrepancies affecting contractor payments or client invoicing.
• Process timesheet and payment documentation within agreed deadlines.

4. General Business Administration

• Maintain organised digital filing systems and company records.
• Prepare routine correspondence, documents and administrative reports.
• Update internal databases, spreadsheets and tracking systems.
• Support routine contractor record management and administrative updates.
• Assist with supplier administration, expenses and general office requirements.
• Maintain confidential business and contractor information.
• Provide administrative assistance to Finance, Recruitment and Operations as required.

5. Internal Coordination & Reporting

• Work closely with Finance, Recruitment and Operations to ensure timely information flow.
• Receive and process approved Deal Sheets and relevant contractor information.
• Check required information before issuing contracts or processing payments.
• Follow up on missing documents and outstanding approvals.
• Support routine financial and administrative reporting.
• Improve administrative processes, templates and record-keeping; escalate issues promptly.

QUALIFICATIONS & SKILLS REQUIRED

Essential

• 1-3 years Experience in finance administration, accounts assistance, contract administration or general business administration.
• Strong Microsoft Excel and Microsoft 365 skills.
• Excellent organisation, accuracy and attention to detail.
• Ability to work with contracts, financial information and spreadsheets.
• Good written and verbal communication skills in English.
• Ability to manage competing tasks and meet deadlines.
• Professionalism, discretion and a proactive approach to follow-up and problem-solving.

Desirable

• Experience in recruitment, staffing, offshore services or contractor-based businesses.
• Familiarity with contractor agreements, timesheets, invoicing and payroll administration.
• Experience with accounting software, CRM or contractor management platforms.