Office Manager

Company: Ynvisible Production AB / Ynvisible Interactive Inc.

Location: Linköping, Sweden

Timeframe: August 2022 – December 2022

When I joined Ynvisible, the company faced challenges with manual financial reporting, duplicated payments, inconsistent procurement processes, and inefficient travel logistics across multiple international offices. These issues created bottlenecks in decision-making, financial accuracy, and operational cost control.

I was tasked with administrative, operational, and handling financial systems, improving data accuracy, automating reporting workflows, and introducing cost-saving initiatives across travel, procurement, and administrative functions — laying the groundwork for scalable and data-informed operations.

Action

• Audited financial transactions and recovered SEK 700,000 in duplicate/misdirected payments within the first month.

• Administered daily bookkeeping and led financial reporting in Fortnox, while overseeing treasury operations via SEB, ensuring on-time payroll, A/R, A/P, and reporting and organization's policy compliance.

• Designed and implemented cash flow forecasting models to support financial planning and improve budget visibility.

• Delivered the 2023 site budget and forecast totaling EUR 300,000, aligned with strategic objectives.

• Negotiated corporate hotel contracts across the Nordic region, securing 10%–20% discounts on travel expenses for Sweden, Germany, and Portugal offices.

• Led improvements in administrative workflows, resulting in reduced overhead and more efficient document handling, scheduling, and vendor coordination.

• Organized cost-efficient internal company events, further enhancing team engagement with minimal budget impact.

Result

• Recovered SEK 700,000 in overpayments and resolved legacy financial discrepancies.

• Improved financial accuracy by 30% through automation and system integration.

• Reduced procurement and travel costs by up to 25% through contract renegotiation.

• Delivered a EUR 300,000 forecast aligned with business goals and improved cash flow predictability.

• Reduced administrative overhead, significantly boosting team productivity and operational visibility.

This project demonstrates strong capabilities in:

• Business process analysis and optimization

• ERP and financial systems management (Fortnox, SEB)

• Data reconciliation and reporting accuracy

• Cross-functional communication and stakeholder coordination

• Cost control through negotiation and strategic planning