Finance and Admin Assistant — Remote

Company Overview

Reboot Monkey is a global datacenter services provider headquartered in Haarlem, Netherlands, operating 24 green-powered facilities across 6 continents. We deliver colocation, IP transit, smart hands, remote hands, and managed datacenter services to clients worldwide. We're a lean, remote-first team building the infrastructure backbone of the internet.

This is a hands‑on finance and administration role. No managing large teams, no strategic CFO work — accurate, timely bookkeeping, invoice processing, vendor payments, and monthly financial reporting.

Right now the CEO handles the company's financial administration on top of everything else. That is not sustainable. You take ownership of the financial operations so the CEO has a clean P&L by the 5th of each month and can trust that every vendor invoice is processed within 48 hours and every payment goes out on time.

• Process incoming invoices from vendors and contractors within 48 hours — log, categorise, flag for payment
• Process outgoing invoices to clients — generate, send, and follow up on outstanding payments
• Maintain a vendor payment schedule so nothing is paid late
• Track all expenses in a shared spreadsheet (updated weekly)
• Prepare the monthly P&L report by the 5th of each month
• Support the CEO with ad hoc admin tasks: contract filing, vendor onboarding paperwork, expense reimbursements
• Coordinate with the outsourced bookkeeper / Dutch accounting firm on VAT filing
• Flag cash flow issues proactively

• Invoice processing time:
  Within 48 hours of receipt
• Monthly P&L report:
  Delivered to Michel by the 5th of each month
• Vendor payment accuracy: 100% on‑time payments
• Expense tracking:
  Spreadsheet updated weekly, never more than 5 business days behind

• Bookkeeping or accounting experience — you have processed invoices, tracked expenses, and produced financial summaries before
• Excel or Google Sheets proficiency: formulas, pivot tables, clean financial layouts
• Invoice processing experience: accounts payable and accounts receivable
• Fluent written English
• Available for 4+ hours overlap with CET business hours

• Familiarity with Dutch/EU invoicing: BTW (VAT), mandatory invoice fields, EU reverse charge
• Experience using Wise or similar international payment platforms
• Familiarity with Xero, Exact Online, or similar Dutch accounting software
• Vendor management experience
• Experience with international teams across multiple currencies

• Monthly retainer: EUR 400–600 depending on experience
• Arrangement:
  Freelance / contractor — you invoice us monthly
• Hours:
  
  Full‑time, 40 hours/week tracked via Hubstaff
• Performance reviews:
  Every 2 weeks for the first 3 months, then monthly
• Payment:
  Monthly, on the 5th of each month

Flexible, but 4+ hours daily overlap with CET required. Vendor correspondence, client invoice follow‑up, and coordination with the CEO happen during European business hours.

• Application review — within 1–2 business days
• Initial video call with Michel (CEO) — 30 minutes
• Paid trial task — 4–8 hours: reconcile 20 mock invoices, identify discrepancies, categorise expenses, produce a one‑page P&L summary. EUR 50.
• Reference check
• Decision — within 1 week of trial

Week 1: Shadow existing process (handover from CEO). Review vendor list, payment history, outstanding invoices. Set up tracking spreadsheet.

Week 2: Take ownership of all new invoice processing. CEO reviews and approves payments until calibrated.

Week 3: Produce first P&L summary with CEO support.

Week 4: Fully independent. First solo P&L report by the 5th.

Send us your CV, a brief description of your bookkeeping/accounting experience, any accounting software used, and your current timezone.

Key skills for application: Bookkeeping experience, Excel/Sheets proficiency, invoice processing, fluent English, 4+ hours CET overlap.