Business and Finance Administrator/Coordinator

Business and Finance Administrator/Coordinator | Wallingford Town Centre | Full Time | £32,000–£36,000 per annum

Working Hours

Monday to Friday, 8:30 am – 5:00 pm, with one hour unpaid lunch (37.5 hours per week)

Our client is a small but growing business operating across design and landscaping, and care and development. They are looking for a Business and Finance Administrator/Coordinator to support the Directors with financial management, bookkeeping and business administration, helping to improve processes and support the continued growth of the business.

The Role

This is a pivotal role working closely with the Directors and Projects and Contracts Manager. You will take responsibility for day-to-day bookkeeping and provide financial management support, bringing these functions in-house and helping the Directors step back from daily financial administration.

The role would suit someone with a sound accounting or bookkeeping background, excellent Xero knowledge and strong IT skills. You will need to be a fast learner who can quickly understand the business and its systems, with a proactive, can-do attitude and an enthusiasm for problem-solving and improving processes.

Key Responsibilities

Accounting and Bookkeeping

• Process supplier bills, reconcile financial transactions and complete monthly bank reconciliations using Xero
• Handle client account queries and process supplier payments through online banking and Telleroo
• Prepare project costings using Xero Projects and Excel in collaboration with the Designer and Projects and Contracts Manager
• Monitor overheads and day-rate break-even points, recommending adjustments where appropriate
• Set up and maintain stock management systems and supplier cost databases
• Prepare and issue quotations, client invoices, receipts and statements, monitor payments and undertake credit control
• Prepare intercompany recharge invoices between the two businesses
• Liaise with the accountant to provide accurate monthly financial information for profit and loss reports and year-end management accounts
• Process annual P11D submissions and respond to HMRC queries and requests for information
• Produce post-project profit and loss reports for management review
• Maintain weekly cash-flow reports and support cash-flow forecasting across both businesses
• Support monthly payroll processing, check payroll information and coordinate payments through Telleroo
• Support the Operations Support Coordinator with Care & Development finances and Xero queries
• Monitor Care & Development contract revenue and oversee the Direct Debit process
• Manage accurate data transfers between Xero and third-party software, including estimating tools and Monday.com
• Maintain supplier and materials databases in conjunction with the Operations and Logistics Supervisor
• Establish trade accounts with key suppliers and negotiate standard discounts and credit terms

Business Improvement and Strategic Projects

• Assist with the development and implementation of a company bonus scheme
• Support the review and development of annual pricing strategies and overhead analysis
• Review vehicle fleet and public liability insurance annually and manage renewals
• Undertake business rates reviews across two properties
• Identify opportunities to improve financial processes, systems and business efficiency

Business Development Support and Administration

• Provide administrative support for weekly sales pipeline meetings
• Support the implementation and ongoing development of the Monday.com CRM system
• Input and update CRM data, manage actions and communicate progress
• Manage Designers' calendars, arrange and confirm client appointments, and prepare pre-sale and aftercare materials
• Coordinate the printing of drawings and marketing materials

Customer and Office Administration

• Welcome visitors to the showroom and receive deliveries
• Answer telephone calls, redirect enquiries and monitor the general email inbox, responding to or redirecting messages as appropriate
• Communicate effectively with colleagues and external contacts by telephone, WhatsApp and email

Showroom and Facilities Management

• Work alongside the Designer to maintain window displays and digital displays, including seasonal updates
• Coordinate cleaning, window cleaning and the ordering of office supplies
• Record meter readings and act as the main point of contact for the energy supplier
• Review energy suppliers periodically and make recommendations
• Liaise with the landlord regarding property repairs and maintenance
• Maintain health and safety registers, documentation and waste management arrangements
• Coordinate facilities management across other sites, including fire and security systems

Requirements

Essential

• Relevant bookkeeping or accountancy qualifications
• Excellent knowledge of Xero and strong IT skills
• A fast learner who can quickly understand a business, its processes and systems
• A proactive, can-do attitude with enthusiasm for problem-solving and developing improved business systems
• Strong organisational skills and attention to detail
• Ability to manage competing priorities, meet deadlines and adapt to changing requirements
• Excellent communication and interpersonal skills, with the ability to build positive relationships with colleagues, clients and external contacts
• Discretion when handling confidential financial information
• Ability to work closely with the Directors and Projects and Contracts Manager while taking ownership of day-to-day responsibilities

Desirable

• Experience in the landscaping, horticultural or construction industry
• Experience using Xero Projects and Monday.com or similar CRM and project management systems
• Previous experience preparing financial reports, cash-flow forecasts and project costings
• Knowledge of payroll administration, HMRC submissions and credit control
• A full, clean and valid driving licence

What’s In It For You

• £32,000–£36,000 per annum
• 28 days’ annual leave, increasing by one day after two years of service and by a further day each year up to five years of service
• An additional two to three days at Christmas, depending on when Christmas falls
• One additional Nature Day to connect with nature
• Discretionary Christmas bonus
• Company medical insurance through Vitality
• Workplace pension
• Health and wellbeing programme
• Cycle to work scheme
• Flexible working, with up to 20% of working time permitted remotely
• Company induction, including training on current business systems
• Opportunity to progress into a senior management position

What’s next? It’s easy! Click “APPLY” now! We can’t wait to hear from you!

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