Administrative Support Generalist

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

ROLE OVERVIEW

Scale Army is looking for a reliable, detail-oriented Admin Support Generalist (Middle) to support our core operational systems across finance, HR, and internal administration.

This role is execution-heavy, systems-based, and critical to keeping our internal data clean, reconciled, and usable across teams. You will not own strategy — you will own accuracy, consistency, and follow-through.

If you enjoy working with structured systems, keeping records clean, and supporting finance and HR workflows without chaos, this role is for you.

CORE RESPONSIBILITIES

1. SYSTEM FEEDING & DATA HYGIENE

- Perform daily data entry and updates across internal systems

- Maintain system accuracy, consistency, and completeness

- Identify and flag discrepancies, missing data, or misalignments

- Support ongoing system hygiene across tools and folders

2. FINANCE OPERATIONS SUPPORT (AP / AR BACKUP)

- Register and track invoices, payments, and receipts

- Support Accounts Payable / Accounts Receivable workflows (backup role)

- Assist with reconciliations between systems and source records

- Maintain organized documentation for finance review

Tools exposure includes:

- QuickBooks (or similar accounting systems)

- Stripe (transactions, payouts, invoice references)

3. HRIS & PAYROLL SUPPORT

- Register and maintain employee and contractor records

- Support HRIS updates, onboarding/offboarding data, and changes

- Assist with payroll reconciliation and validation

- Ensure personnel data is accurate, up to date, and properly stored

Tools exposure includes:

- Deel (contractor management, payroll support)

4. ADMINISTRATIVE & DOCUMENTATION SUPPORT

- Maintain folder structures, file naming conventions, and backups

- Ensure secure storage of operational and personnel documentation

- Support general administrative requests from Finance & Ops

- Follow SOPs and contribute to process consistency

REQUIRED SKILLS & EXPERIENCE

HARD SKILLS

- 5+ years in administrative, operations, or systems-support roles

- Strong experience with data entry, reporting, and system operations

- Familiarity with finance-adjacent processes (AP/AR support, invoicing)

- Experience using ERP, accounting, or operational systems (e.g. SAP, QuickBooks, or similar)

- Solid Excel / Google Sheets skills (filters, formulas, reconciliation work)

- Comfort working with structured processes and documentation

SOFT SKILLS (VERY IMPORTANT AT SCALE ARMY)

- High attention to detail — accuracy matters more than speed

- Process-oriented mindset — follows rules, SOPs, and systems

- Low-ego executor — gets things done without unnecessary friction

- Reliability & consistency — trusted to handle operational basics correctly

- Clear communicator — flags issues early, doesn’t hide mistakes

- Calm under repetition — comfortable with recurring admin tasks

NICE TO HAVE (NOT REQUIRED)

- Prior exposure to Deel, Stripe, or QuickBooks

- Experience supporting remote or distributed teams

- Background in inventory, operations, or logistics environments

- English proficiency sufficient for written system use and internal communication

WHAT THIS ROLE IS (AND IS NOT)

✅ This role is:

- Operational

- Systems-driven

- Execution-focused

- Essential to finance and HR workflows

❌ This role is NOT:

- Strategic leadership

- A people-manager role

- A finance owner or accountant

- A creative or ambiguous position

WHY JOIN SCALE ARMY

- Work inside a high-performance, systems-first organization

- Clear expectations and low politics

- Stable, long-term role with real operational impact

- Exposure to modern tools and scalable operations

- No chaos. No fluff. Just execution.

APPLICATION PROCESS:

TO BE CONSIDERED FOR THIS ROLE THESE STEPS NEED TO BE FOLLOWED:

- Fill in the application form

- Record a video showcasing your skill sets