Accounting specialist

About Passbolt

Passbolt is an innovative cybersecurity product company that is growing quickly. Our organization is remote-first with its headquarters located in Luxembourg (Europe). We are the team behind Passbolt, the collaborative credential management platform for modern teams used by over 50,000 organizations in 100+ countries.

You will join a growing and vibrant team committed to leverage the power of open source and a state-of-the-art security architecture to challenge the status quo in the cybersecurity industry.

About the role

We are seeking a seasoned Accounting specialist with 1 - 3 years of accounting and / or finance management experience in order to lead all our finance operations, from daily invoice reconciliation, to analytics and directors or regulatory reporting.

You are a team player who displays a positive, professional attitude at all times, who loves numbers and is not scared of innovation or technology, then you are the person we are looking for.

Passbolt is a technology company innovating in the fi eld of cybersecurity, serving thousands of customers worldwide, and scaling rapidly. Consequently, our Accounting specialist should be comfortable with working in a fast paced work environment, and with technology in general.

Your responsibilities will be to support Passbolt’s Business Operations and Sales teams by managing accounting, reporting, compliance, grants application and fi nancial tasks while ensuring smooth communication with clients and timely reporting to internal stakeholders.

Professional and clear communication will be essential to your success, as well as your ability to deliver accurate and comprehensive sales and expense data and analytics. You will work daily in Odoo, Chargebee and HubSpot (or equivalent platforms) and should be able to suggest automation or technology improvements. You will also ensure compliance with EU and international VAT rules, post invoices in public platforms (Peppol, Chorus, Guichet).

As this position is the first finance position in the company, you should be comfortable with taking the lead with everything related to finance operations, and willing to evolve towards a managerial position in the future as our finance team will grow.

Job location: You will primarily work from our Luxembourg office, with flexibility for remote work based on work needs.

Main Responsibilities

1. Accounting & Financial Operations (40%)

• Issue and follow up on invoices.
• Reconcile daily invoices and bills with bank statements.
• Follow up with customers on unpaid invoices, send reminders, and handle payment issues. PUBLIC 2/5
• Manage salary payments, vendor bills, and refunds to clients or suppliers.
• Conduct periodic reconciliations and categorizations of expenses, invoices, and refunds.
• Coordinate with the accounting firm for monthly, quarterly, and annual financial reporting.
• Support shareholders' financial reporting and maintain accurate records.
• Maintain accuracy in the accounting system at all times by promptly identifying and correcting discrepancies.
• Apply Luxembourg GAAP for daily cost categorization to create accurate accounting reports, statutory reports, and management reports.
• Automate your work when possible.

2. Credit Collection (30 %)

• Provide the sales team with up-to-date data on paid/unpaid invoices and client statements.
• Chase clients for outstanding invoices and ensure timely payment.
• Send reminders for unpaid invoices through email or phone.
• Solve payment or payment method issues in collaboration with clients and internal teams.
• Synchronize with the sales team on overall payment status, client statements, and overdue accounts.
• Post invoices to public procurement platforms (e.g., Peppol, Chorus, Guichet).

3. VAT & Tax Compliance (10 %)

• Make sure clients VAT numbers are accurate during the reconciliation process.
• Pay VAT MOSS, withholding tax on salaries, and schedule recurring corporate tax and net wealth tax payments.
• Collect necessary tax documents (Bureau de Recette Centrale).
• Maintain and update the Atlas of VAT Rules, and implement VAT compliance for new countries.
• Identify inaccuracies in global VAT/tax setups and suggest corrections.
• Request tax residence certificates when required by treaties.

4. Reporting, Process & Documentation (20 %)

• Prepare monthly fi nancial reporting for management, board of directors and investors.
• Maintain the company business plan, update records, spot deviations. PUBLIC 3/5
• Keep all playbooks up-to-date by documenting new processes and any changes immediately.
• Identify inaccuracies or ineffi ciencies in current processes and propose improvements regularly.
• Ensure all team members have access to and are aligned with the latest version of the procedures.
• Promote a culture of continuous improvement in fi nancial and operational workfl ows.

6. Security (at all times)

We are a cybersecurity company. It is critical that security is at the core of everything we do:

• Ensure that all financial activities strictly comply with GDPR and other data protection regulations. Handle personal data only when necessary, with proper consent, and in line with Passbolt’s privacy policy
• Maintain awareness of security risks in communication with all stakeholders.
• Follow company security policies and complete mandatory training, applying learned principles in daily work.

Skills required / qualifi cations

Education and experience: Degree in Accounting, Finance, or Business Administration specialized in accounting (or equivalent experience). 1-3 years of experience in similar roles.

Technical Skills:

• Expert at excel, formulas, and automation.
• Mandatory knowledge of Lux GAAP for cost categorization, accurate accounting reports, statutory obligations, and management reporting.
• Knowledge of Odoo (or similar ERP/accounting platform). Familiarity with Chargebee, HubSpot, or similar sales/billing platforms.
• Profi ciency with technology. We use Google Docs, Google Sheets, Gmail, Slack, and many other web-based tools.
• Strong understanding of EU VAT rules, international tax principles, and multi-currency accounting.

Soft Skills:

• Analytical Skills: Strong ability to reconcile accounts, spot discrepancies, and provide actionable insights. PUBLIC 4/5
• Communication: Professional, clear, and timely communication with both internal teams and external clients. Experience of working in an international environment with a culturally diverse user community.
• Languages: Fluency in English required; French or other languages a plus.

Nice-to-Have Skills

• Experience with public e-invoicing platforms ( like Peppol )
• Prior exposure to SaaS or subscription-based business models.

Remuneration and place of work:

The remuneration is composed of a fixed salary package.

This position is in Luxembourg, but partially remote. You will need reliable and consistent access to the internet while working remotely.

Benefits of working at Passbolt

We put a lot of effort into creating a workplace where everyone has room to learn, have fun, evolve and become the best version of themselves.

Here are some benefits that are provided by default to all Passbolt employees:

• Work from anywhere, or from our headquarters located in the Grand Duchy of Luxembourg.
• Work/life balance: to keep the flow going, it’s important to take regular breaks and disconnect. We provide 26 days of paid holidays / year.
• Equity for everyone. We are all in the same boat, we win together.
• When you grow, we grow: we invest in your professional as well as personal growth, through paid training of all types.
• In tune with yourself: Passbolt is built on strong values which we stand for: security-first, openness, accountability, humility and fun.