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Administrative Assistant - Purchases

About the Role

Host Hotel Systems is a leading hospitality technology company providing innovative software solutions that empower hotels to streamline operations and deliver outstanding guest experiences. With a strong international presence and a culture focused on innovation, collaboration and continuous improvement, we are committed to developing both our products and our people.  

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We are looking for an Administrative Assistant - Purchases to join our General and Administrative Department at our Torres Vedras office.  

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Reporting to the Purchases Team Leader, you will play an active role in the company day-to-day financial operations, with a particular focus on accounts payable, supplier management, payment processing, financial controls and accounting administration. This is a hands-on role for someone at an early stage of their finance career who is looking to build strong technical foundations while taking ownership of recurring financial processes within an international technology company.

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Responsibilities

  • Manage the day-to-day accounts payable process, ensuring supplier invoices are accurately reviewed, recorded and processed in a timely manner;  
  • Process supplier payments through the company ERP and banking platforms, ensuring accuracy and compliance with internal procedures;  
  • Monitor outstanding invoices and support the resolution of discrepancies with suppliers and internal stakeholders;  
  • Support purchasing activities, including purchase orders, supplier coordination and follow-up on deliveries and related documentation;  
  • Maintain accurate and well-organised physical and digital financial documentation;  
  • Prepare and organise accounting documentation for the external accounting team;  
  • Support bank and supplier account reconciliations and follow up on outstanding items;  
  • Assist with cash flow monitoring and the preparation and maintenance of internal financial control reports;  
  • Ensure financial records and supporting documentation are complete, accurate and properly maintained;  
  • Support the Finance team with reporting, analysis and other operational activities as required;  
  • Identify opportunities to improve the efficiency, accuracy and reliability of financial processes.

    • Requirements

  • At least 2 years of professional experience in finance, accounting, accounts payable or a similar operational role;  
  • Degree in Finance, Accounting, Management, Economics or a related field, though relevant professional experience may be considered in lieu of formal academic qualifications;  
  • Good understanding of basic accounting and financial processes;  
  • Strong attention to detail and a high level of accuracy;  
  • Good organisational and time-management skills, with the ability to manage recurring processes and deadlines;  
  • Proactive approach and willingness to take ownership of assigned responsibilities;  
  • Ability to work independently while collaborating effectively with different teams;  
  • Comfortable working with Microsoft Excel and Microsoft 365;  
  • Experience with an ERP system is an advantage, and experience with NetSuite is a plus;  
  • Good communication skills in English, both written and spoken.

    • Nice to Have

  • Familiarity with international tech environments or SaaS companies;  
  • Genuine interest in the continuous improvement of purchasing and financial control processes;  
  • Ability to handle ambiguity and change in a fast-growing corporate environment.  

    • What We Offer

  • A full-time position in an international technology company;  
  • The opportunity to build a solid career in Finance within a growing organisation;  
  • Direct exposure to financial operations, accounting processes and business controls;  
  • A collaborative and supportive working environment;  
  • Continuous learning and professional development;  
  • The opportunity to take increasing ownership of financial processes and contribute to process improvements;  
  • Exposure to an international business environment and cross-functional teams.  

    • Ready to join us?

    Apply now
    Administrative Assistant - Purchases
    Finance
    Torres Vedras, Portugal
    On-site
    Full-Time
    Apply now
    Apply now