Office Administration & Finance Coordinator (available immediately)

About Us

Bacula Systems is a Swiss based software company providing its products to some of the largest most prestigious companies and organizations in the world. Our core product, Bacula Enterprise Edition, provides security to these organization by backing up their data, no matter where it resides, and enabling them to restore it in the event of an external attack on their IT systems, a component failure or simply human error where something has been deleted that really shouldn’t have been.

About the Role

We are looking for a proactive and detail-oriented Office Administration & Finance Coordinator to support the smooth operation of our office and administrative activities. This diverse role combines office administration, finance support, training and event coordination, and collaboration with international group companies. The position offers significant remote working flexibility and is ideally suited to a highly organized, self-motivated professional with a strong sense of accountability, autonomy, and professional maturity. While all qualified candidates are encouraged to apply, preference will be given to individuals based in the Yverdon-les-Bains region or within reasonable commuting distance, in order to facilitate in-person meetings, collaboration with the local team, and participation in company events.

Key Responsibilities

Office Administration

• Coordinate daily office operations and administrative activities.
• Maintain employee records, staff profiles, and organizational data in Odoo.
• Record, monitor, and report employee vacation, leave, and absence balances in Odoo.
• Manage office supplies, service providers, and workplace resources.
• Prepare reports and provide administrative support to management and international stakeholders.

Customer Training & Events

• Coordinate customer training sessions, meetings, and corporate events.
• Organize venues, travel, accommodation, catering, and related logistics.
• Manage registrations, communications, and training materials.

Finance Administration

• Prepare customer invoices and monitor accounts receivable.
• Follow up on outstanding payments and maintain billing records.
• Review, verify, and process supplier invoices, expense claims, and supporting documentation.
• Assist with month-end and year-end accounting activities.

Systems & Reporting

• Maintain accurate administrative and financial data in business systems.
• Prepare reports, analyses, and reconciliations.
• Support the continuous improvement of administrative and financial processes.
• Provide support for the optimization, maintenance, and effective use of the Odoo ERP system to enhance operational efficiency and reporting accuracy.

Profile

• Commercial diploma or equivalent professional experience.
• Previous experience in office administration, finance administration, bookkeeping support, or a similar role.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent attention to detail and accuracy.
• Advanced Excel skills and strong knowledge of Microsoft Office.Experience with ERP systems, ideally Odoo.
• Fluent in English and French.
• Ability to work independently and collaborate effectively in an international environment.
• Comfortable working remotely and independently, with strong organizational skills, professional maturity, and accountability.

What We Offer

• Permanent position (80%).
• Varied role combining administration, finance, and coordination responsibilities.
• International and collaborative work environment.
• Modern offices in Yverdon-les-Bains.
• Opportunity to contribute to a growing and dynamic organization.

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or activities. Additional tasks and responsibilities may be assigned as required to meet business needs.