Finance & Business Administration Executive

Company Description my STAYINN is a leading Saa S company and professional property management firm that helps property owners and managers optimize performance through advanced technology and services.

Its innovative software platform streamlines daily operations, enhances guest experiences, and supports long-term profitability.

Key solutions include channel management to expand property visibility, cleaning and staff management tools to maintain property standards, and dynamic pricing software that blends automation with expert oversight. my STAYINN also offers secure deposit management and an offline-capable guest guide book platform to improve trust, satisfaction, and operational efficiency.

The company is focused on making each property a profitable and sustainable investment for its clients.

Location

Edinburgh

Employment Type

Full-time

Experience

2+ years preferred

Salary

Competitive, depending on experience

About the Role

We are looking for a highly organised and proactive

Finance & Business Administration Executive to join our growing team.

This is a varied role for someone with a strong finance/accounting background who is also comfortable dealing with external organisations, councils, suppliers and regulatory bodies.

The successful candidate will take ownership of day-to-day bookkeeping and finance administration while also supporting the business with onboarding, licensing, registrations, compliance, audits and general business administration .

This is an ideal opportunity for someone who enjoys taking responsibility, solving problems and ensuring that nothing falls through the cracks.

Key Responsibilities

• Finance & Bookkeeping
• Maintain accurate financial records and bookkeeping.
• Process and reconcile invoices, payments and expenses.
• Assist with supplier and customer account reconciliations.
• Maintain supporting documentation for financial transactions.
• Assist with month-end finance processes and reporting.
• Prepare information and documentation required for audits.
• Liaise with accountants and auditors when required.
• Identify discrepancies and follow up to ensure they are resolved.
• Business Onboarding & Registrations
• Support the onboarding of new businesses, properties and operational sites.
• Manage registrations and applications with relevant authorities and organisations.
• Prepare and submit documentation for licences, permits and registrations.
• Maintain a central record of licences, certificates, renewals and compliance requirements.
• Ensure applications and renewals are completed within the required deadlines
• Council, Levy & Regulatory Administration
• Deal with local councils and relevant authorities on behalf of the business.
• Assist with

BID levy registrations and administration .

• Handle council correspondence, enquiries and requests for information.
• Track business rates, licences, permits, levies and other statutory requirements.
• Ensure relevant documentation is maintained and easily accessible.
• Utilities & Supplier Management
• Liaise with gas, electricity, water, telecoms and other utility providers .
• Assist with setting up and transferring utility accounts for new sites.
• Monitor supplier accounts, bills and correspondence.
• Investigate billing discrepancies and resolve issues with suppliers.
• Maintain accurate records of supplier contracts and account details.
• Audit & Compliance
• Prepare documentation and schedules for internal and external audits.
• Ensure financial and operational records are complete and properly filed.
• Assist with maintaining compliance across the business.
• Follow up on outstanding documentation, certificates and actions.
• Help establish and maintain organised administrative processes.
• What We Are Looking For
• Previous experience in finance, accounting, bookkeeping or accounts administration .
• Good understanding of basic accounting and financial processes.
• Strong organisational and administrative skills.
• Excellent attention to detail.
• Comfortable communicating with councils, suppliers, accountants and other external organisations.
• Ability to manage multiple tasks and deadlines.
• Strong Excel/Google Sheets skills.
• Good written and verbal communication.
• A proactive approach - someone who will identify an issue and take ownership of getting it resolved.
• Ability to work independently while also working effectively within a wider team.

Desirable

• Experience with

Ecxel and Google sheets .

• Experience dealing with councils, utilities, licensing or regulatory bodies.
• Experience supporting audits.
• Experience in hospitality, property, facilities management or a multi-site business.
• AAT, accounting or finance qualification.
• What Success Looks Like

The person in this role will become a key point of contact for the company's finance and business administration .

You will be expected to know what is outstanding, what needs renewing, which applications are in progress, which suppliers need following up and which financial records need attention - and make sure these are dealt with without needing constant supervision.

If you are someone who is organised, commercially aware, confident dealing with people and enjoys taking ownership, we would like to hear from you.

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