Finance and Operations Assistant

MW is a vibrant and unique communications consultancy working on environmental issues and campaigns through bold, values-led communication. Within the environmental sector, we have a specialism in ocean-themed topics, working broadly across issues such as marine governance and protection, seafood marketing and the blue economy, and coastal communities. As a small-but-mighty team of scientists, linguists, event pros, policy buffs, and creatives, we use our broad experience and personal values to tell a new story of sustainability.

The role is for an organised, proactive and detail-oriented individual to join Mindfully Wired in a newly created Finance & Business Operations Coordinator role. This role sits at the heart of the business, providing essential support across finance administration, operational coordination and commercial processes. Working closely with the Managing Director, Finance Director and Senior Leadership Team, you will help ensure the smooth day-to-day running of the business while supporting stronger financial visibility, operational efficiency and project delivery.

This is an ideal role for someone who enjoys creating order from complexity, takes pride in getting the detail right and thrives on supporting others to do their best work. No two days will be the same. One day you may be processing invoices, coordinating travel and onboarding a new team member; the next you may be helping set up projects in Synergist, supporting cashflow monitoring or managing supplier contracts. Above all, you'll be someone who enjoys helping a purpose-driven organisation run smoothly and effectively, enabling our team to focus on delivering meaningful impact for our clients and the environment.

You will be responsible for:

• Monitoring and responding to inbound emails to the finance and invoices email address
• Raising, processing and sending sales invoices and raising and processing supplier invoices
• Cashflow and credit control management
• Updating planned and actual expenditure within the Cashflow spreadsheet to ensure a live dashboard
• Fortnightly monitoring of aged receivables and aged payables
• Processing team's expenses
• Managing memberships and subscriptions renewals
• Working with FD to secure most competitive business insurance, and ensuring renewals are maintained

Commercial and Project Administration:

• Setting up new client projects on Synergist
• Creating and maintaining invoicing schedules with client
• Managing new client contracts
• Supporting project managers with supplier contracts
• Maintaining accurate client, project and new business prospect records
• Supporting the FD with project reporting on EU Commission and other grant-funded projects
• Maintaining administrative filing structures, including financial information, such as invoices, receipts etc.

Operations and Office Administration:

• Booking team travel and accommodation
• Day-to-day office management duties e.g. ordering monthly snack boxes and coffee, collecting mail, arranging catering for team and client meetings
• Liaison with business premises management (office based in serviced office building)
• Planning, booking and managing payments for team social events
• Supporting Senior Leadership team with HR duties, including but not limited to: Onboarding new team members, Placing job adverts, Managing and monitoring team holidays

You will be:

The ideal candidate will be financially literate, friendly, flexible, highly professional and an adept multi-tasker with the following skills:

• Strong attention to detail and a high degree of accuracy
• Comfortable working with numbers, financial information and experience of financial processes and systems
• Able to manage confidential information with discretion
• Confident learning and using new systems and software
• Exceptionally organised, with the ability to maintain organised digital filing systems (G-drive, email inbox etc.)
• Experience of overseeing and using administrative processes
• Fluent in the use of Microsoft Office and confident with Google tools
• Excellent oral and written skills, including the ability to confidently liaise with other professionals and diverse stakeholders
• Calm and friendly demeanour with the ability to forge excellent working relationships
• Highly dependable and flexible
• Determination, drive and the ability to juggle a diverse workload whilst consistently delivering to deadline
• Experience of working with Xero and Dext including the maintenance of the Sales and Purchase ledgers
• Experience of working with Synergist
• Experience of payroll administration and management

Location: Bristol / home hybrid (expectation to be in the office on a Tuesday) and at least one other day

Reporting to: Finance Director

Contracted Hours per Week: 4 days (30 hours) per week

Start date: July 2026

Deadline: closing date for applications is Sunday 14 June, 2026