JOB SPEC – Finance & Office Administrator

Reporting to: Chief Operating Officer

Direct Reports: None

Hours: 37.5 per week

Location: Central London

Hybrid – 2-3 days in the office (minimum of 1 x Friday per month).

Employment: Full-time, permanent

Salary: £27,000-£30,000

THE ROLE

We’re looking for a proactive, organised, numerate, and proactive Finance & Office Administrator to support the Account Management, Finance and Management teams.

A significant proportion of the role will involve preparing sales booking confirmations and draft customer invoices, requiring strong accuracy, attention to detail and the ability to manage a regular volume of work efficiently.

The role reports to the COO and will work closely with the Finance Lead on finance activities, processes and controls.

Previous accounts experience would be advantageous, and, for the right person, there will be scope to develop the finance aspects of the role and take on additional accounts responsibilities over time.

The role has three main areas of responsibility:

• Account Management support, principally preparing Sales Booking Confirmations.
• Finance administration, including draft invoicing, credit control, payment allocation, expense support and maintaining customer and supplier records within Xero.
• Office and Management administration, including travel bookings, event coordination and administrative support to the Management team.

Key Responsibilities

Account Management Support

• Prepare Sales Booking Confirmations based on information provided by the Account Management team.
• Check that required information is complete and follow up any missing or unclear details.
• Maintain accurate and organised records of Sales Booking Confirmations.
• Work with the Account Management, Finance and wider team to identify opportunities to streamline, automate and improve the process where possible.
• Provide other administrative support to the Account Management team as required.

Finance Administration

• Prepare draft customer invoices and credit notes for review.
• Manage customer onboarding and maintain accurate customer records within Xero, including relevant billing, tax and account information.
• Undertake regular credit control, including issuing statements, following up overdue balances and responding to customer account and payment queries in a timely manner.
• Allocate customer receipts within Xero.
• Manage supplier onboarding and maintain accurate supplier records within Xero, including verification of supplier bank details as required.
• Raise supplier purchase orders for approval, based on authorised purchasing information.
• Assist with the automation of supplier invoice processing through Dext where required.
• Respond to routine supplier account queries and request supplier statements as required.
• Assist with processing employee expenses, ensuring appropriate supporting documentation is provided and following up missing receipts or approvals where required.
• Maintain the finance inbox and ensure accurate, well-organised finance records and filing.
• Provide additional accounts support as experience and capability develop.