Finance and Administrative Associate

Job description

Your mission Join us in solving one of industrial robotics' toughest challenges. R3 Robotics is developing the AI-powered dismantling platform that transforms end-of-life electric vehicle systems into strategic sources of critical materials. As global electrification accelerates, the surge in batteries and e-motors requires automated solutions that manual disassembly cannot provide. We are addressing this industrial bottleneck by enabling the automated dismantling of complex systems at scale through computer vision, artificial intelligence, and specialized robotic tooling. Following a successful €20M Series A funding round led by HG Ventures and Suma Capital, we are expanding across Europe and preparing for our entry into the United States market in 2026. We partner with major industrial recyclers and automotive OEMs to deliver measurable impact. If you seek to work on advanced robotics within a well-funded organization scaling internationally, this is your opportunit Your Role You will be the operational backbone of the company: keeping the books clean, the office running smoothly, and the leadership team supported. You will own the invoice management function end-to-end — making sure invoices go out on time, suppliers get paid, and nothing falls through the cracks. You will also own the office management function, keeping our physical space and facilities running day-to-day. Working closely with external accounting teams in Luxembourg and Germany, you will keep our finance operations tight and our internal processes organised as we scale. Your Responsibilities Finance Operations & Compliance Perform pre-accounting activities (collect, verify and organise financial documents) Manage the end-to-end invoicing cycle (inbound and outbound), including payment tracking and collections follow-up Ensure all invoices, receipts and expenses are complete, accurate and properly documented Prepare and execute payment runs; monitor due dates and ensure timely payments Support VAT processes and basic compliance across Luxembourg and Germany Coordinate the monthly close with external accounting partners Ensure correct transaction classification in accounting tools ( e.g. Odoo) Identify and flag inconsistencies or gaps in data Prepare payroll inputs and maintain liquidity and intercompany tracking Administrative & Office Management Own day-to-day office operations, ensuring a well-functioning and efficient work environment Maintain structured documentation and a clean, audit-ready setup across internal systems Manage contract and document workflows, including signature and archiving processes Coordinate with external partners (e.g. accounting, payroll, banks) Support onboarding and offboarding processes from an administrative perspective Ensure smooth internal operations and support the team on day-to-day organisational topics Your profile 2–5 years of experience in finance operations, office management, executive assistance , or a similar role - ideally in a fast-paced startup. High attention to detail and strong organisational skills. Fluency in English (working language); German is a plus. Ownership mindset: you treat company operations as your own and follow things through. Comfortable operating in ambiguity and building structure where there isn't any yet. Collaborative, communicative, and proactive. Discreet and trustworthy when handling sensitive financial and legal information. Why us? High degree of collaboration and autonomy while working with a group of highly skilled, committed and supportive peers Transparent culture where everyone of us is highly valued Development of your professional skills and knowledge by taking ownership of challenging tasks and responsibilities, supported by Leads and peers “Getting things done” attitude, and access to cutting edge technologies Complementary Health Insurance