Office and Finance Administrator

The posting

Job title: Office and Finance Administrator (Kontors- och ekonomiandministratör) Occupational classification: SSYK 2012:4119 – Other Office assistants and secretaries (Övriga kontorsassistenter och sekreterare) Employer: Nothfork AB Reports to: CEO Location: (Northfork office, Sweden (on site) Scope of employment: Full-time, 40 hours per week. Purpose of the role The Office and Finance Administrator keeps Northfork's daily administration running. The role covers office and company administration, travel and event coordination, and administrative support for bookkeeping, invoicing and financial records. The position is a broad support role in a small company. The administrator works closely with the CEO and management and coordinates with Northfork's external accounting partner, Kleer. The administrator does not hold final accounting or financial decision-making responsibility. That remains with management and the external accountant. Key tasks and responsibilities Tasks are listed in order of priority. The approximate share of working time is given for each area. 1. Office and company administration (approx. 25%) • Maintain records of company computers, equipment, keys and office access. • Handle general company administration, including coordinating insurance, legal and tax- related matters with external advisors. • Keep the office stocked with necessary supplies and amenities. • Support onboarding of new employees and interns from an office perspective, including arranging supplies, equipment and other practical needs. • Coordinate day-to-day office needs and keep the office organised and welcoming. 2. Accounting administration and coordination with Kleer (approx. 25%) • Collect, upload and match receipts, expenses and supporting documentation. • Keep bookkeeping records and financial documentation accurate and up to date in Kleer. • Register and follow up accounts receivable and accounts payable in Kleer. • Check that invoices, payments and receipts are correctly recorded. • Prepare material for month-end and year-end closing, in coordination with Kleer. • Help identify and resolve discrepancies in financial records together with Kleer.• Act as the day-to-day contact person between Northfork, Kleer and internal teams on accounting, invoicing and payment questions. 3. Invoicing and customer administration (approx. 20%) • Run the monthly invoicing cycle and collect required input from sales and product teams. • Prepare and send customer invoices, including annual and renewal invoices. • Monitor outstanding receivables and send reminders on overdue payments. • Maintain customer records, including fees, renewal dates and billing conditions. • Set up new customers in Kleer and register changes to contracts and billing arrangements. 4. Travel and events administration (approx. 15%) • Book flights, hotels and other business travel for team members. • Provide practical support before and during business trips, including handling changes and travel issues. • Prepare merchandise and materials for sales fairs and trade shows. • Organise regular office fika and refreshments. • Take part in the social committee and help plan and organise company events. • Handle purchases and keep track of budgets for office activities and events. 5. Reporting support to management (approx. 15%) • Compile financial figures and regular updates for management, and go through them with the CEO. • Update customer and revenue data used for ARR, forecasts and the annual budget, based on templates and guidance from management. • Coordinate input for the monthly management report with relevant team members. • Provide supporting figures and material for management reporting and board materials. • Support cash-flow follow-up and banking-related administration. 6. Other related duties • Perform other finance, office administration and company-support tasks that are reasonably related to the position, as assigned by the company as the business develops. Qualifications and skills Required • Upper secondary education, or post-secondary vocational training in business administration, office administration or accounting. • Experience of office administration, bookkeeping support or invoicing. • Good working knowledge of Excel or Google Sheets. • Fluent written and spoken English. Meritorious • Experience with an accounting or invoicing system such as Kleer, Fortnox or Visma. • Experience from a startup or a small company. • Knowledge of Swedish.Personal qualities • Structured, accurate and reliable with numbers and details. • Service-minded, with good coordination skills. • Able to work independently and handle many tasks at once. Type of employment: Permanent employment (tillsvidareanställning) with a 6-moth probationary period. Monthly salary: At least SEK 28 000 (before tax). Final salary set within the range of SEK 28 000-32 000 depending on experience. Insurance: Health, life, occupational injury and pension inurance, from the first day of employment. Start date: 2026-11-01, or by mutual agreement. The position is open to applicants from Sweden, the rest of the EU/EEA, and third countries. Send your application with CV and a short cover letter in English, to [email protected]. Selection is conducted on a rolling basis.