Admin & Purchase Manager I Freelance I Milan & Belgrade

Job title: Administrative & Purchase Manager

Location: Initial onboarding in Milan (Italy), followed by relocation to Belgrade (Serbia) for the project duration.

Engagement type: Freelance contract

About Balich Wonder Studio 

Balich Wonder Studio is an integrated entertainment Group that conceives, produces, and delivers live experiences. We create visionary projects with long-lasting value, from large-scale Ceremonies to immersive shows, events, brand experiences, and destination experiences. With a multicultural team of over 140 individuals from 20 countries, we operate through three divisions and two companies in the Middle East, including our branches in the Kingdom of Saudi Arabia (BWS-KSA) and Dubai, UAE (HQWS), serving the entire MEA Region. In 2023, Balich Wonder Studio was acquired by Banijay to build a Media and Entertainment powerhouse, combining the strengths of an established content group with our pioneering capabilities.

1. Purchase Orders & Payments

• Manage purchasing processes, including the issuance of Purchase Orders in the NetSuite accounting system, in compliance with internal approval workflows and signature requirements.

• Coordinate supplier Purchase Orders and contract execution, ensuring proper approvals and documentation.

• Oversee supplier payment approvals and coordinate with the BWS Finance team to ensure timely payment processing.

• Prepare and maintain live, daily reports on Purchase Order issuance. 

2. Legal Coordination

• Coordinate with the Legal Department when suppliers request modifications to standard terms and conditions, and approve changes with Executives and Commercial.

• Liaise with the Legal Department to support the preparation, issuance, and execution of contractor and supplier agreements, as required.

3. Petty Cash & Expense Claims

• Oversee the implementation and enforcement of petty cash, corporate card, and expense reimbursement policies.

• Manage expense claims, reconciliations, and reporting in compliance with BWS procedures.

4. Data Collection & Records Management

• Collect, verify, and archive fiscal and compliance documentation, including but not limited to : Chamber of Commerce certificates, withholding tax documentation if applicable, and related records.

• Collect, verify, and archive Supplier Certificates of Insurance in accordance with BWS policies and contractual requirements

• Liaise with the external Serbian tax accountant by:

• collecting and organizing monthly accounting documentation;
  


• verifying supplier invoices, petty cash records and expense claims;
  


• ensuring completeness and accuracy of accounting records;
  


• submitting documentation by the third working day of each month to support VAT reporting and statutory compliance.
  

A Serbian-speaking administrative assistant will support this activity.

Requirements

• Strong knowledge of purchasing and procurement processes, including Purchase Order management, supplier coordination, and contract administration.

• Knowledge of VAT documentation requirements and basic accounting principles.

• Ability to collect, verify, organize, and maintain large volumes of financial, fiscal, and compliance-related records with a high level of accuracy.

• Experience coordinating with external accountants, legal teams, suppliers, and internal stakeholders.

• Strong attention to detail and excellent organizational skills.

• Ability to manage multiple priorities, meet strict deadlines, and work in a fast-paced environment.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.

• Ability to maintain confidentiality and handle sensitive financial and contractual information.

• Fluent English (written and spoken); knowledge of Serbian and/or Italian is considered an advantage.

• Experience in international working environments and multi national team is not mandatory, but preferred.

• Experience working in Serbia is a plus.

Benefits