HR-Billing Administrator

Опис вакансії

Job Vacancy: HR & Billing Administrator
Company: Fabrixa
Location: Lviv, Ukraine
Type: Full-time 

About Fabrixa
Fabrixa is a European on-demand textile production and technology company. We connect POD platforms, printers and brands to a single catalog, API and production network so they can easily sell and fulfill high-quality home textile and fashion/apparel products across multiple locations – with Fabrixa as their single partner. We’re in scale-up mode and looking for a hands-on HR & Billing Administrator who can support our growing team and keep our internal operations clean, compliant and well-organised. 

Your Mission 

You will be responsible for two core areas: 

1. HR Administration / People Operations: making sure our people processes run smoothly. 

2. Billing & Administrative Support: ensuring invoices, payments and records are accurate and up to date. 

You’ll work closely with the founders and the commercial team and become a central point of structure and reliability inside Fabrixa. 

Key Responsibilities 

HR Administration & HRM Support 

● Maintain and update employee records, contracts and personal data. 

● Prepare and manage employment contracts, NDAs and other HR-related documents. 

● Support onboarding and offboarding: checklists, access rights, welcome documentation. 

● Track and manage vacation/leave, working hours and basic HR metrics. 

● Coordinate with external payroll providers/accountants where required. 

● Assist in recruiting processes (posting vacancies, scheduling interviews, first contact with candidates). 

● Help implement and maintain basic HR policies, procedures and templates 

Billing & Administration 

● Prepare and send customer invoices based on contracts, price lists and usage/volumes. 

● Monitor incoming payments and follow up on overdue invoices in a professional way. 

● Maintain accurate records of invoices, payments and credit notes. 

● Support monthly reconciliations and reporting for management and external accountants. 

● Assist with supplier invoices: checking, registering and preparing for payment. 

● Maintain a structured digital filing system for contracts, invoices and financial documents. 

Internal Coordination & Process Improvement 

● Work closely with founders and team leads to keep HR and billing data clean and consistent across tools. 

● Identify gaps or inefficiencies in admin processes and propose improvements. 

● Create and maintain simple process documentation and checklists for recurring tasks. 

Required Profile 

Experience & Skills 

● 3+ years of experience in administrative roles, ideally combining HR admin and billing/finance admin. 

● Experience working with or for an international company or software/tech/scale-up is a strong plus. 

● Solid understanding of basic HR administration: contracts, records, leave tracking, onboarding. 

● Experience with invoicing and billing (B2B is a plus). 

● Comfortable working with digital tools (Google Workspace/Office 365, HR systems, accounting tools, CRM). 

● Very strong attention to detail and accuracy in documentation and numbers. 

● Good written and spoken English; additional languages are a plus. 

Personal Characteristics 

● Highly organised and structured; enjoys keeping things “clean and in order”. 

● Discreet and trustworthy with sensitive HR and financial information. 

● Proactive and independent: you don’t wait to be told every step. 

● Hands-on, practical and solution-oriented; comfortable in a changing, growing environment. 

● Communicative and approachable – people feel it’s easy to work with you. 

What We Offer 

● Work from our office in Lviv, Ukraine. 

● Opportunity to grow with a European scale-up in a key internal position. 

● Close collaboration with the founders and core team. 

● A varied role that combines people, numbers and structure. 

● Competitive compensation, with room to grow based on responsibilities and performance. 

● An informal, entrepreneurial culture where your ideas and improvements are welcome.