Finance & Admin Lead For High-Growth Saas

Finance & Admin Lead For High-Growth Saas
Porto
Oliveira do Douro, Porto, Portugal

About us:

Sybilion builds AI-driven market forecasting for process industries (chemicals, packaging, pulp & paper, textiles, broader manufacturing). We help procurement,
- chain, and commercial teams make confident buy/sell decisions with clear, defensible signals.

Role Summary

You will oversee financial control, reporting, and operational administration for a
- scaling data and AI company. You ensure accurate financial visibility, process discipline, and a frictionless internal environment for the team.

Key Responsibilities:

Finance Management

• Monitor and analyse company spendings;
  
  
  
  categorize all transactions by cost centers and item type.
• Build and maintain a granular expense mapping system across tools, suppliers, and projects.
• Prepare monthly and quarterly investor reports (P&L summary, cash runway, key metrics).
• Support management with forecasting and budget planning.
• Liaise with accountants, auditors, and tax advisors to ensure compliance and timely filings.
• Manage invoices, payments, reimbursements, and contract renewals.
• Create simple dashboards for spend, commitments, and liquidity status.

HR & Office Management

• Establish and maintain structured internal processes for purchasing, time tracking, and general administration.
• Define and enforce approval workflows for staff requests, orders, absences, and reimbursements.
• Oversee and execute all company orders and purchases (hardware, software, travel, supplies).
• Maintain accurate employee records, contracts, working hours, and vacation balances.
• Support recruitment coordination, onboarding, and offboarding (accounts, hardware, access rights, introductions).
• Manage office logistics, utilities, and workplace organization to ensure a functional, professional environment.
• Maintain and update inventory of company devices, licenses, and subscriptions.
• Serve as first point of contact for employees on HR and administrative matters.
• Coordinate internal events, travel, and meeting logistics.
• Liaise with external partners such as accountants, landlords, and HR service providers to ensure operational continuity.

Reporting & Systems

• Set up and maintain structured internal filing, procurement, and documentation processes.
• Ensure smooth data flow between finance tools (banking, accounting, payroll, reporting).
• Track and summarize recurring spend by department and recommend optimizations.
• Collaborate with the leadership team on improving financial visibility and spend efficiency.

Qualifications

• 3+ years of experience in finance, operations, or office management.
• Proficient in financial reporting tools (Excel, Notion, or equivalent).
• Strong organizational and process design skills.
• Detail-oriented with a high sense of accountability and discretion.
• Comfortable working in a
  - moving startup environment.

Reports directly to our Founders.