Business Administrator Project Accounting Assistant

Location: Kraków, Poland Work Model: Hybrid (occasional remote work)
Travel: Occasional business travel to Germany (up to 3 times per year)
Contract B2B.
About the Role: We are looking for a detail-oriented and proactive Business Administrator / Project Accounting Assistant to join our Operations team and support complex international projects across Europe. In this role, you will play a key part in ensuring efficient management of project cash flow, supporting invoicing processes, vendor payment administration, and financial documentation management.
Working closely with Project Teams, Accounting, Tax, Treasury, and external stakeholders, you will contribute to the smooth execution of project financial activities while ensuring compliance with contractual, tax, and internal requirements.
Key Responsibilities Client Invoicing:

• Collect and verify supporting documentation required for customer invoicing.
• Prepare and issue customer invoices, including down payments and milestone invoices.
• Ensure invoicing complies with contractual terms, Incoterms, and applicable tax regulations.
• Monitor invoicing activities and support cash collection processes.

Vendor and Subcontractor Invoice Management

• Review and follow up on subcontractor and supplier invoices.
• Verify payment documentation within ERP systems.
• Monitor vendor tracking tools and payment status.
• Validate VAT treatment, contractual conditions, and invoice accuracy.
• Coordinate with project teams to obtain required approvals, purchase orders, goods receipts, and supporting documentation.

Financial and Administrative Support

• Support projects financed through public funding programs by helping implement and monitor funding execution strategies.
• Maintain and archive commercial and project documentation.
• Collaborate closely with Tax, Treasury, Accounting, and Finance teams.
• Support internal and external audits by providing required documentation and explanations.
• Contribute to continuous improvement of administrative and financial processes.

Requirements

• Bachelor's degree in Finance, Accounting, Business Administration, Economics, or a related field.
• Previous experience in project administration, project accounting, finance operations, invoicing, or a similar role.
• Understanding of Accounts Payable (AP), Accounts Receivable (AR), and invoice processing workflows.
• Experience working with ERP systems (SAP, Oracle, Microsoft Dynamics, IFS, or similar).
• Good knowledge of financial documentation, VAT requirements, and project administration processes.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a dynamic project environment.
• Strong communication and stakeholder management skills.
• Professional proficiency in English.

Nice to Have

• Experience working in engineering, construction, energy, industrial, or EPC project environments.
• Exposure to international projects and cross-border invoicing processes.
• Knowledge of public funding programs and grant-funded projects.

What We Offer

• Opportunity to work on large-scale international projects.
• Collaborative and multicultural work environment.
• Exposure to project finance and business operations across Europe.
• Professional development and growth opportunities.
• Flexible hybrid working model.

If you are passionate about project administration, finance processes, and working in an international environment, we would be delighted to hear from you.
With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.