Finance Executive

Job Description

Company Introduction

Job Responsibilities and Duties

• Manage day-to-day bookkeeping and accounting activities, including transaction processing, bank reconciliations and month-end tasks;
• Maintain the company’s invoicing system, ensuring invoices are accurately recorded, processed, monitored and appropriately documented;
• Manage company card transactions, including reconciling expenses, collecting receipts and following up on outstanding supporting documentation;
• Prepare monthly bank statements and financial reports for management and external accountants;
• Coordinate monthly payroll activities with the external payroll provider, including preparing and reviewing payroll adjustments;
• Support the preparation of VAT returns and assist with queries from accountants and auditors, including year-end audit requirements;
• Liaise with accountants, auditors, corporate service providers, banks, legal advisers and other external stakeholders, ensuring required information and documentation is provided within agreed deadlines;
• Maintain organised and up-to-date company records and documentation, ensuring information is complete and easily accessible;
• Support KYC and due diligence processes by gathering, maintaining and following up on the required documentation;
• Coordinate corporate documentation and administrative processes, including board resolutions, meeting and AGM minutes, powers of attorney, company registry filings, notary appointments and signature requirements;
• Monitor recurring deadlines, outstanding actions, deliverables and documentation requirements, following up proactively where necessary;
• Provide management and relevant stakeholders with timely updates regarding ongoing processes, deadlines and outstanding matters;
• Liaise with suppliers and provide support with general office requirements when necessary;
• Identify opportunities to improve and automate existing processes across finance, invoicing, payments and documentation.

Experience

• Minimum 2 years of experience within a finance or accounting position;
• Solid practical understanding of bookkeeping, bank reconciliations and core accounting processes;
• Hands-on experience using Xero will be considered a strong asset;
• Experience working with invoicing, payment and other finance-related systems;
• Strong computer literacy and proficiency in commonly used productivity software and digital tools;
• Practical experience using AI tools and automation to improve or streamline working processes;
• Fluency in English is required, while Maltese will be considered an asset.

Personal Skills

• Strong sense of ownership with the ability to independently manage responsibilities from start to completion;
• Proactive and self-motivated approach, with the initiative to follow up on outstanding actions without requiring continuous supervision;
• Excellent organisational skills with the ability to manage multiple processes, deadlines and stakeholders simultaneously;
• Strong attention to detail and accuracy;
• Confident and professional when communicating with external service providers and other stakeholders;
• Clear communication skills with the ability to provide timely updates on progress, outstanding matters and potential issues;
• Practical and solution-oriented approach to problem-solving;
• Adaptable and improvement-focused, with an interest in finding more efficient ways of working.