Operations Administrative Officer

Paynovate is a Belgium based fintech with more than 80 talented employees. We’re building a company where dreams are shaped, where bold initiatives are taken, where your leadership, ownership and ability to follow-through are valued. As a growing e-money institution, we are bringing payment solutions to the next level, and you could be a part of that. We are seeking an Operations Administrative Officer on a contractor basis to ensure the accurate and timely execution of our merchant administration and onboarding processes.

As an Operations Administrative Officer, you will help keep our day-to-day acquiring and banking operations running smoothly.

You will manage recurring administrative processes throughout the merchant lifecycle, from onboarding and contract verification to account updates and annual compliance reviews. Accuracy and consistency will be essential: you will carefully check information, follow established procedures and take action when something does not look right.

You will work remotely while collaborating closely with our Operations team, where questions are encouraged, information is shared openly and daily touchpoints help everyone stay aligned.

In this assignment, you will:

• →Process merchant onboarding files, ensuring that all required contracts, supporting documents and business information are complete and accurate.
• →Perform the necessary administrative checks, follow up on missing information and create or update merchant profiles across internal systems.
• →Process changes throughout the merchant lifecycle, including updates to IBANs, company and merchant information, Merchant Category Codes (MCCs) and terminal locations.
• →Handle merchant closures, deactivations and termination requests in line with the applicable procedures.
• →Review settlement information and coordinate with the relevant internal teams to follow up on payment- or refund-related questions.
• →Manage requests received through email and ticketing systems, contacting merchants or partners when additional information is required.
• →Prepare and verify recurring operational reports and ensure that merchant information remains accurate and up to date across internal tools.
• →Identify inconsistencies or potential issues and escalate them to the appropriate team when necessary.
• →Collaborate closely with colleagues, partners and other departments to ensure administrative requests are handled accurately and on time.

For this assignment, we are looking for someone who:

• Has a first relevant experience in an administrative, back-office or operational position.
• Enjoys structured administrative work and can perform recurring tasks with consistency and care.
• Has strong attention to detail and is comfortable reviewing contracts, documents and data.
• Is reliable, organised and able to manage several requests while respecting procedures and deadlines.
• Follows rules carefully while applying logic and sound judgement when a situation requires further investigation.
• Takes ownership of their work, anticipates potential issues and communicates them proactively.
• Enjoys working as part of a close-knit team and is comfortable asking questions or requesting support when needed.
• Can communicate professionally in French, Dutch and English.
• Is comfortable using standard office tools and learning internal systems and processes.
• Is comfortable working independently in a fully remote setup while staying closely connected with the team.