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 sy