Finance and Office Coordinator

We are looking for a Finance & Office Coordinator to join our team. This role combines accounting and financial administration with office coordination responsibilities. The ideal candidate will have strong NetSuite experience and accounting knowledge, combined with excellent organizational skills to support our growing team.

On a daily basis you will:

Finance & Accounting (Primary Focus):

• Manage and maintain financial records in NetSuite ERP system
• Process invoicing and re-invoicing for contractors and employees
• Handle monthly cost summaries and financial reporting
• Prepare cost estimates and forecasts for upcoming months
• Process contractor invoices and ensure compliance with KSeF (Polish e-invoicing system)
• Support B2B contractor onboarding regarding company registration and VAT white list requirements
• Assist with B2B offboarding processes, including invoice settlements and rate calculations
• Track and follow up on missing invoices in coordination with the team
• Liaise with the accounting service provider on financial matters
• Maintain accurate financial documentation and support audit processes

Administrative & Office Support:

• Process and coordinate business travel arrangements and expense settlements
• Support the coordination of company events and team activities
• Assist with office relocation coordination when needed
• Handle general administrative tasks to support daily operations
• Collaborate with Reception and HR teams on cross-functional projects

What skill are we looking for?

• Proven experience with NetSuite ERP system – minimum 1-2 years
• Strong accounting and bookkeeping knowledge
• Experience with invoicing, cost tracking, and financial reporting
• Familiarity with Polish accounting regulations and KSeF system
• Excellent command of English and Polish, both written and spoken
• High level of accuracy and attention to detail in financial matters
• Strong analytical and problem-solving skills
• Proficiency in MS Office/Google Tools, especially Excel/Sheets
• Ability to work independently and manage multiple priorities
• Strong sense of confidentiality and discretion when handling financial data

Perfect candidate also has: 

• Experience working with B2B contractors and their settlement processes
• Knowledge of VAT regulations and white list requirements
• Previous experience in an international company environment
• Understanding of travel expense policies and reimbursement procedures
• Experience with banking systems and payment processing

Here’s a bit about what we have to offer:

• Competitive pay: 9400 - 11 700 PLN gross on CoE
• Fixed-term contract for 1.5 years (maternity cover replacement) with a high probability of extension as we are a growing company
• Training budget 3500 PLN gross per year
• Fully paid private healthcare in LuxMed
• New MacBook Air, 4K monitors... whatever tools you need
• Access to the Worksmile platform with a monthly top-up 
• Subsidized access to breakfast and lunch through the vending machine in Kraków office, and lunches in Gdańsk office once a week
• New, modern, bright and comfortable office space in the city centre 
• A lot of free parking spots around the office
• Access to the company’s library
• Great working atmosphere
• Chill out room with a PlayStation, table tennis, and mini gym
• Free snacks and beverages in a kitchen
• Company parties and social activities
• Employee referral program
• Relocation Package within Poland

The controller of your personal data included in your job offer and others collected during the recruitment process is SpotOn Poland spółka z ograniczoną odpowiedzialnością with its registered office in Kraków, Aleja 29 listopada 20, 31-401 Kraków, e-mail address:
poland-rodo@spoton.com. We will process your personal data for the purpose of current or, if you voluntarily agree, also future recruitment processes. More information about how we proccess your data, including the basis for processing and your rights in relation to the processing, can be found on our website: https://pl.spoton.com/privacy-and-cookies-policy.

Administratorem podanych danych osobowych, w tym danych zawartych w dokumentach aplikacyjnych i zebranych w toku procesu rekrutacji, jest SpotOn Poland Sp. z o.o. z siedzibą w Krakowie (ul. Aleja 29 listopada 20, 31-401 Kraków; adres e-mail do kontaktu:
poland-rodo@spoton.com. Dane osobowe będą przetwarzane w celu realizacji obecnych lub – jeżeli wyrazisz na to dobrowolną zgodę – także przyszłych procesów rekrutacji. Więcej informacji o tym, jak przetwarzamy Twoje dane, w tym także informacje o podstawach prawnych przetwarzania oraz o prawach przysługujących Ci w związku z przetwarzaniem danych, znajdziesz na stronie:
https://pl.spoton.com/privacy-and-cookies-policy.