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Finance & Accounts
- Manage the Accounts Payable (AP) and Accounts Receivable (AR) functions for Stolt Services, including raising and processing supplier invoices, purchase orders, and expense claims.
- Liaise closely with the central finance team to ensure the accurate and prompt production of the monthly flash P&L.
- Undertake credit control activity, including chasing overdue client payments and resolving billing queries.
- Reconcile invoiced work against completed jobs and timesheets to ensure accurate client billing.
- Support the preparation of budgets, cost tracking, and financial reporting for the FM and Cleaning contracts.
Workforce Scheduling & Diary Management
- Manage the diaries of cleaners, facilities engineers, and managers to ensure smooth workflow and effective time management against invoiced work.
- Coordinate staff rotas, holiday, and absence cover to maintain continuous service delivery across all client sites.
- Collate and validate staff timesheets and hours worked to support payroll and subcontractor payment processing.
- Support onboarding of new cleaning and engineering staff, including right-to-work checks, DBS checks, and issue of uniform/ID.
Client & Account Management
- Provide in-hours management of all FM and Cleaning clients, ensuring all enquiries are answered within strict, agreed time constraints.
- Ensure cleaners, engineers, and managers are promptly informed and deployed in response to client requests and reactive works.
- Act as the first point of escalation for client complaints, resolving issues efficiently and escalating to the Director where required.
- Maintain accurate client records within the CRM, and monitor SLA/KPI performance for each contract.
- Support the preparation of client review packs, management information reports, and, where required, tenders and quotations for new business.
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Systems, Compliance & General Administration
- Manage and develop the in-house software systems, currently encompassing Smart Task, Asana, Xero, Google Drive, Gmail, Gemini, and other business tools.
- Identify opportunities to adapt and improve software setup to increase efficiency across the department.
- Maintain compliance documentation including COSHH records, risk assessments, method statements, and incident/accident reporting in line with cleaning and FM industry regulations.
- Coordinate ordering of cleaning consumables, PPE, and equipment to ensure sites are adequately stocked.
- Help schedule and coordinate site audits and quality checks across client locations.
- Provide general office administration, including filing, correspondence, and minute-taking as required.
PERSON SPECIFICATION
Experience
- Experience within the cleaning and/or facilities management industry in an administrative role is preferred.
- Demonstrable experience managing accounts payable/receivable or working closely with a finance function.
- Experience scheduling or coordinating a mobile workforce (e.g., cleaners, engineers, technicians) is highly desirable.
- Experience in a client-facing account management or customer service role.
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Skills & Attributes
- Strong software knowledge, with the confidence to set up, adapt, and troubleshoot new systems (essential).
- Excellent phone manner and interpersonal skills, with the ability to build rapport with clients and staff at all levels (essential).
- Highly organized, with the ability to manage multiple diaries, priorities, and deadlines simultaneously.
- Confident, clear communicator, both written and verbal.
- Strong numeracy and attention to detail, particularly in relation to invoicing and financial reconciliation.
- Calm and resourceful under pressure, with a proactive approach to problem-solving.
- A flexible, hands-on team player comfortable working within a small, close-knit office environment.
Qualifications
- GCSE (or equivalent) in Maths and English, minimum grade C/4.
- A relevant business administration, bookkeeping, or accounts qualification is desirable but not essential.
- BICSc or IWFM membership/qualifications are an advantage but not required.
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Skills
Accounts Payable
Accounts Receivable
Client Management
Diary Management
Scheduling
Financial Reporting
Problem Solving
Communication
Numeracy
Attention to Detail
Software Management
Compliance
Administration
Teamwork
Customer Service
Time Management
Location