Finance and Operations Coordinator, Fixed Term, Part-time in London

Location: UK (Remote)

Employment Type and Hours: Fixed Term (6-months), Part-time, 3 days per week – flexible but must cover Fridays. Potential for role to lead to permanent position, dependent on business needs.

Salary: £30,000 to £33,000 FTE (part-time pro rata salary) – dependent on experience

Reports To: Finance Director

Department: Operations Team (Business Support Coordinator, Finance Director, CEO)

About HRS Communications: Founded and led by a registered dietitian, HRS Communications are a full-service, UK-based food and nutrition communications agency. We are a diverse team, highly skilled and qualified in food and nutrition, marketing and communications. We partner with ambitious food, nutrition and medical businesses who share our goal of 'maximising impact in the food and nutrition space'. Our balanced approach permeates every facet of our operations, from our commitment to disseminating evidence-based nutrition information through to cultivating an equitable and adaptable work environment. Some of our great benefits include performance related bonuses, working from home, day off to celebrate your birthday and career development opportunities as the business grows.

Job Overview: The Finance & Operations Coordinator plays a critical role in supporting the Finance Director and ensuring smooth day-to-day operations across the business. This position combines financial administration, operational support, and administrative assistance to deliver accurate reporting, maintain compliance, and enable efficient workflows. The ideal candidate is detail-oriented, highly organised, and comfortable managing multiple priorities in a fast-paced environment.

Key Responsibilities

• Finance responsibilities

• Monthly Management Accounts & Reporting

• Assist the Finance Director in producing monthly management accounts and financial reports.
• Coordinate the monthly revenue recognition process, including creating forms and recording results.
• Manage the month-end close process, ensuring timely recording of timesheets, staff expenses, and credit card transactions.
• Prepare financial analysis and reconciliations as directed.
• Generate reports on project performance, sales analysis, and staff utilization.

• Accounts Payable

• Process supplier invoices in Xero and coordinate the invoice approval workflow.
• Set up and manage payment runs.
• Own the Accounts Payable inbox, handling supplier queries promptly.
• Set up new suppliers and verify bank details.
• Support the Business Support Coordinator with issuing supplier agreements.

• Bank & Credit Card Management

• Process bank entries and credit card expenses.
• Assist with cash flow reporting.

• Project Inception

• Coordinate project setup, ensuring legal paperwork and purchase orders are in place.
• Set up projects in internal systems (Xero, Clockify).
• Create final project costing sheets and revenue recognition documentation.

• Ad Hoc Support

• Help with finance projects and cover finance queries in the Finance Director's absence.

• Operational Responsibilities

• Monitor and respond to admin and info inboxes, ensuring timely resolution of queries.
• Handle day-to-day administrative tasks and support the Business Support Coordinator.
• Assist staff with general inquiries and provide operational support.
• Attend weekly operations meetings and monthly team meetings, ensuring follow-up actions are completed.
• Maintain internal databases, filing systems, and company records in line with procedures.
• Work with IT to implement secure and efficient file structures.
• Provide IT training and support to staff.
• Cover for the Part-time Business Support Coordinator when required.

• CEO Support Responsibilities

• Provide direct administrative support to the CEO, including diary management.
• Arrange key team meetings and ensure the CEO's calendar is organised.
• Submit CEO expenses and mileage claims via Xero.

Personal Attributes:

• Strong organisational and time management skills.
• High attention to detail and accuracy in financial processes.
• Excellent communication and interpersonal skills.
• Proficiency in Xero and MS Office (Excel essential).
• Ability to handle confidential information with discretion.
• Comfortable working independently and as part of a team.

Experience:

• 3+ years' previous experience in finance administration or operations support.
• Familiarity with accounting systems (Xero preferred).
• Previous agency experience is desirable.
• Competent managing large-scale operations projects and managing multiple priorities.

Why Join Us?

• Fully remote, flexible working (UK-based team)
• Regular team away days and an annual company residential for connection and collaboration
• 20 days' annual leave plus bank/public holidays, and after your first year with us, enjoy extra days leave each year — up to 4 extra days!
• Additional day off for your birthday!
• Christmas shutdown: The business closes over the festive period, and this time is not deducted from your annual leave.
• Professional development support: We offer additional leave for CPD activities and contribute £200 towards professional membership and registration fees.
• Paid sick leave: 5 days per year, increasing to 10 days after 2 years' service.
• Opportunities to attend CPD events with our support.

To be considered for this role, you must submit your CV and cover letter by 30th January 2026 to: admin@hrscommunications.com

Please note that due to the high volume of applications we receive, only shortlisted candidates will be contacted regarding the next stage. We apologise for not being able to provide individual feedback on applications. For details on our hiring process, please see our website careers page.

We are an equal opportunity employer and value diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.