Administrative Assistant - Six Floor Solutions

Job description

Working model: | hybrid (2 days a week in the office) About Six Floor Solutions Six Floor Solutions builds technology that lets sports and news organisations unlock the full value of their video. Our platform uses computer vision and machine learning to process live or archived streams — automatically detecting key moments, generating highlights and producing broadcast-ready content, with no dependency on external data feeds. We work with global broadcasters, professional clubs and federations across football, tennis, American football, basketball and more. We are a growth-stage company, our client list is expanding fast, and as the business grows, we want to strengthen the internal operations that support our people, customers and technology. The Role We are looking for an experienced and highly organised Administrative Assistant to support the day-to-day administrative, financial and people-related operations of Six Floor Solutions. This can be a full time or part time role with daily presence, ideally every morning. You will work closely with management and act as an important link between the company, our external accounting partners, suppliers and employees. The role combines general administration, office management, finance support and some HR administration. We are looking for someone who enjoys taking ownership, keeping things organised and making sure the practical side of the business runs smoothly. What You'll Be Doing Administration & Office Management Manage the day-to-day administrative needs of the office and wider team. Keep company documentation organised and up to date. Handle recurring administrative and bureaucratic processes. Coordinate office supplies, purchases, deliveries and general logistics. Liaise with suppliers and external service providers. Support the organisation of meetings, internal activities and other operational requirements. Coordinate the purchase and management of company merchandising. Keep track of administrative deadlines, renewals and recurring obligations. Finance & Accounting Support Act as a point of contact with the company's external accounting team. Gather, organise and share invoices, receipts and other accounting documentation. Support bank reconciliations and routine financial administration. Maintain organised records of expenses and supporting documentation. Follow up internally when financial or accounting information is missing. Support payment preparation and supplier administration when required. Maintain the budget control files, updating expenses and revenue by item to support budget execution tracking. Maintain the cash flow control files, including VAT payment forecasts, updated automatically from loaded invoice and reconciliation data. HR & People Administration Support day-to-day HR administration and employee documentation. Maintain organised and accurate employee records. Support onboarding and offboarding administration. Coordinate documentation and information with payroll/accounting partners when required. Help manage contracts, absence records, holidays and other recurring people processes. Support the organisation of internal team initiatives and employee-related logistics. Provide general administrative support across People/HR topics as the company continues to grow. What We're Looking For Previous experience as an HR Assistant, Administrative Assistant, Office Assistant, Office Manager, Finance Administrator or in a similar role. Comfortable working with accountants and handling financial and administrative documentation. Experience with invoices, expenses and ideally bank reconciliations. Strong organisational skills and attention to detail. Confidence dealing with suppliers, external partners and different internal stakeholders. Good knowledge of Excel or Google Sheets and everyday office tools. Fluency in Portuguese and comfortable communicating in English. Ability to work independently and manage recurring responsibilities without constant supervision. A practical, reliable and hands-on approach. The Person We're Looking For We're looking for someone experienced, dependable and naturally organised who enjoys being the person others can rely on to keep things moving. You notice when something needs to be done and take care of it. You're comfortable switching between an invoice, an employee document, a supplier request and an office issue without losing track of the details. You don't need rigid processes around you to be effective. You are proactive, and comfortable working in a growing company where responsibilities can evolve. Most importantly, you'll bring consistency and ownership to the everyday administrative side of Six Floor Solutions, helping create the structure the company needs as it continues to grow.