HR & Finance Associate - Business Operations Team

We are a Site Intelligence company transforming how industrial businesses operate. Our platform turns your existing infrastructure into a source of actionable operational intelligence, enabling teams to see what's happening, understand why, and improve continuously. By surfacing the operational signals that reports miss, we help the world's largest logistics, manufacturing, and warehousing operators stay one step ahead, making operations visible and driving proactive safety. We're a fast-growing, high-agency team building category-defining products by leveraging the latest technologies in computer vision and AI.

Industry leaders like DHL, Amazon, and Tesla trust Protex AI to drive measurable safety improvements, achieving an average 64% risk reduction within just three months of deployment. Operating in 20+ countries, Protex is the go-to safety partner for Fortune 500 manufacturing and logistics enterprises, transforming workplace safety with real-time, AI-powered insights.

This is not a typical graduate role. As we scale globally, you will sit at the very centre of a fast-moving startup, working across People, Operations, Facilities, Finance, and Legal.

You will support our HR and Finance team across multiple geographies, helping to build and maintain the operational foundations that allow a growing global tech company to move quickly and effectively. No two days will look the same, and that is exactly the point.

We are a company that embraces technology and AI as a core part of how we operate. You will be expected to use AI tools confidently, whether drafting documents, researching suppliers or automating repetitive tasks. If you already experiment with AI in your daily life, you will fit right in.

We are looking for someone who is actively excited to join our startup at this stage, and who can demonstrate their interest in Protex AI. Please only apply if you can tell us why you want to join our company as it scales.

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KEY RESPONSIBILITIES

1. PEOPLE & HR SUPPORT

• Support the People team with onboarding coordination — contracts, starter packs, and IT setup requests — across multiple regions

• Help maintain accurate employee records, org charts, and HR documentation as the company scales

• Assist with scheduling and logistics for interviews, performance review cycles, and team events globally

• Support the coordination of employee engagement initiatives, company communications , surveys, and culture programmes

• Act as a first point of contact for general People queries, escalating where appropriate

2. BUSINESS OPERATIONS

• Support the smooth day-to-day running of business operations across a growing, international organisation

• Help maintain operational trackers, dashboards, and process documentation as we scale into new markets

• Assist with cross-functional projects — from research and data gathering to drafting updates and presentations

• Use AI tools proactively to streamline workflows, automate repetitive tasks, and improve how we work

• Manage internal communications and follow-ups to ensure actions are captured and progressed

3. OFFICE MANAGEMENT & FACILITIES

• Oversee the day-to-day running of the office environment — supplies, equipment, and vendor relationships

• Act as the primary point of contact for facilities queries, maintenance requests, and health & safety compliance

• Manage meeting room bookings, visitor coordination, and office access

• Support planning and logistics for company events, offsites, and global town halls

• Own the relationship with building management and key service providers

4. FINANCE SUPPORT

• Assist with purchase order (PO) creation, invoice processing, and expense management

• Support month-end processes including cost tracking and basic budget reconciliation

• Help maintain financial records and filing in line with company policy

• Liaise with the Finance team on approvals and payment queries from internal stakeholders across regions

5. CO-FOUNDER SUPPORT

• Provide diary management support for the Co-Founders — scheduling meetings, coordinating international travel where required

• Work on special projects and business requests with discretion and professionalism

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THE GRADUATE WE'RE LOOKING FOR

ESSENTIAL

• Degree-educated (any discipline), with a strong academic record or demonstrable aptitude

• Genuinely enthusiastic about working at a startup — brings positive energy and curiosity every single day

• Comfortable with technology and actively uses AI tools (Claude, ChatGPT, Notion AI, or similar) in everyday work or life

• Highly organised with exceptional attention to detail — nothing falls through the cracks

• A natural multi-tasker who is comfortable switching between very different priorities at pace

• Strong written and verbal communication skills — clear, concise, and professional across cultures

• Proactive and self-motivated — identifies what needs doing and gets on with it

• Discreet and trustworthy when handling sensitive or confidential information

• Comfortable with ambiguity; thrives when given autonomy rather than a rigid brief

• Fast learner who asks good questions and is not afraid to figure things out

DESIRABLE

• Previous internship or work experience in a fast-growth startup, professional services, or operations environment

• Exposure to HR systems (e.g. BambooHR, Rippling, HiBob) or project management tools (e.g. Notion, Asana, Monday.com) or Finance tools

• Has built personal workflows or automations using AI tools (e.g. Zapier, Make, or AI-assisted drafting)

• Interest in finance, operations, or people functions as a long-term career pathway

• Experience working in or supporting an international or multi-site organisation

• Experience providing administrative or coordination support to senior stakeholders

TECH & AI COMFORT — WHAT WE MEAN

You don't need to be a developer. But you should be genuinely curious about technology and comfortable picking up new tools quickly. Familiarity with AI tools is expected — and we will support you in building expertise further.

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WHAT WE OFFER

• Compensation package of €35,000 per year, as well as benefits

• A front-row seat at a fast-growing global company — your work will matter from day one

• Real breadth of exposure across People, Operations, Finance, Legal, and the Founders

• The chance to help build and shape operational processes as we scale internationally

• Direct access to experienced founders and senior leadership

• Competitive graduate salary with clear progression pathways

• A culture that invests in AI tools, learning, and doing things smarter

• Hybrid working and a vibrant, collaborative office environment

• Regular company events, team socials, and a strong people-first culture

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KEY COMPETENCIES

Candidates will be assessed against the following core competencies throughout the hiring process:

Adaptability & Flexibility

Comfortable moving between very different tasks — from diary management to cross-border compliance filing — with equal care and quality.

Stakeholder Management

Builds positive relationships at all levels and across cultures, from office suppliers to Co-Founders, and communicates effectively in all directions.

Ownership & Initiative

Takes responsibility for outcomes rather than waiting to be directed. Proactively flags risks and proposes solutions.

Rigour & Accuracy

Produces accurate, well-organised work consistently — especially critical when supporting finance, legal, and people functions across geographies.

Discretion & Integrity

Handles confidential information with maturity and sound judgement at all times.

Drive & Ambition

Brings energy, enthusiasm, and a genuine desire to grow. Sees this role as a launchpad and is motivated to develop across multiple disciplines in a global environment.

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SOUND LIKE YOU?

This role is deliberately broad — and the right person will be energised by that, not daunted. We want a bright, enthusiastic graduate who loves technology, moves fast, and takes real pride in making things run smoothly across a growing global business.

Someone who is just as happy sorting out the office as they are chasing down a contract signature, or helping onboard a new joiner in another country.

If that sounds like you — we'd love to hear from you.

Please note: we are unable to sponsor visas for this position.

Protex AI is an inclusive and equal opportunities employer. We are committed to creating an equitable workplace for everyone regardless of gender, civil status, family status, sexual orientation, religion, age, disability, education level, or race.