Operations Specialist (Back Office)

We are looking for a strategic and results-oriented leader to join our team as a Operations Specialist (Back Office). In this role, you will be responsible for the timely and accurate administration of client/supplier data, service revenue recognition, and, where necessary, debt management and prevention. The role ensures compliance with contractual client requirements, internal transportation and debt management policies, and supports timely payments for services rendered. 

This position is based in Tbilisi, Georgia, within Girteka Business Services (GBS) - a shared services center established in 2022 to support Girteka Group’s global expansion. By building a strong talent base in Georgia, GBS enhances Girteka’s operational capabilities across Europe and the Nordics. As part of this fast-growing organization, you will play a key role in driving operational excellence and strengthening our customer service strategy.

Key Responsibilities

• Ensure accurate and timely recognition of revenue for services provided, using internal systems (Axapta and/or SAP).
• Review client-submitted monthly invoices and prepare pre-invoices. In case of discrepancies between the client’s and the company’s transport conditions, communicate with the client and/or the responsible manager to identify root causes and implement corrective measures.
• Communicate regularly with the accounting department regarding invoice issuance, credit notes, payment processing, refund handling, and related tasks.
• Monitor client/supplier payments, notify parties of upcoming or overdue deadlines, investigate causes of delay, and coordinate prompt resolution to ensure timely settlements.
• Escalate complex issues to the Sales or Customer Service Manager for involvement in resolution. When necessary, involve Legal and ensure all relevant information is collected and shared.
• Perform administrative tasks, including status updates in internal (Axapta/SAP) and external client systems, preparing template-based reports, collecting CMR documents, and monitoring secondary KPIs.
• Create and manage client/supplier master data in internal systems to maintain accuracy and ensure seamless communication on settlement matters.
• Administer legal collections and escalate as needed.
• Ensure compliance with health and safety requirements as per Lithuanian law.
• Provide coverage for supervisor or colleagues during absences.
• Follow lawful instructions from company administration.
• Act honestly and cooperatively, avoid misuse of authority, and adhere to internal policies, Lithuanian legislation, and certification standards (GDP, ISO, TAPA, etc.).

Additional Functions (Senior/Expert-Level or as Assigned)

• Support colleagues by offering guidance on where to find information, how to resolve issues, and who to contact when matters exceed their level of authority.
• Mentor and onboard new team members to ensure smooth integration into operational workflows.
• Oversee coverage documentation to ensure all clients with specific requirements have clear, updated handling instructions.
• Collaborate with IT/system support teams to report system issues and assist in improvement projects.
• Monitor and report on key performance indicators (KPIs) to ensure compliance with service level agreements (SLAs).
• Maintain and update internal SOPs and workflows in line with changes or efficiency gains.
• Support internal and external audits by preparing and submitting accurate documentation.
• Assist in the development and implementation of automation tools to improve accuracy and efficiency in daily operations.

Knowledge / Skills / Experience

Certificates / Languages / Education

Why should you consider us as your next career step?

• Collaborative culture: We believe in the power of teamwork and people connection because we can only create value by achieving results together and supporting career advancement;
• Learning and development: you will be able to grow along with us, to participate in internal and external training, seminars, and working sessions;
• Health and well-being: our company provides all the employees with health insurance with the possibility of choosing a relevant program;
• Rewards and recognition: you will enjoy a day off during your birthday. We regularly organize team-building events as well as encourage various initiatives and like-minded clubs;
• Base monthly salary: 2600 - 3250 GEL Gross. The specific salary offered will depend on the candidate‘s experience, competencies displayed, and suitability to the requirements of the position.