Finance & Operations Coordinator in Portsmouth

Role: Finance & Operations Coordinator

Location: London, UK / Amsterdam, Netherlands / Stockholm, Sweden / Dubai, UAE

Reports To: Global Operations Director

Employment Type: Full Time

Salary: £30,000 to £40,000 (or equivalent in local currency), depending on experience

Role Overview

The Finance & Operations Coordinator is responsible for the day to day administration and coordination of Sanctum's finance operations, ensuring accurate financial records, efficient processes and reliable reporting across the business.

Working closely with the CEO, Leadership Team and external accounting partners, this role provides the financial structure, reporting and operational support that underpins Sanctum's growth. Beyond maintaining accurate financial records and efficient finance processes, the Finance & Operations Coordinator supports business performance through financial reporting, forecasting and commercial analysis, helping provide the information and visibility the Leadership Team needs to make informed decisions as the business scales internationally.

This is a hands on role, ideal for someone who enjoys creating structure, working with data and improving systems. While the role is primarily focused on delivery and execution, there will be opportunities to develop alongside the business and take on greater responsibility over time.

Key Responsibilities

Finance Administration

Manage the day to day financial administration of the business.

Responsibilities include:

• Processing supplier invoices and preparing payment runs.
• Maintaining accurate financial records across all entities.
• Reconciling bank accounts and payment platforms.
• Monitoring accounts payable and receivable.
• Managing the finance inbox and responding to day to day queries.
• Supporting payroll administration and related processes.

Financial Reporting Support

Prepare and maintain accurate financial information to support business operations.

Responsibilities include:

• Preparing monthly reporting packs.
• Updating revenue and expenditure trackers.
• Monitoring cash flow and maintaining cash flow reports.
• Tracking budgets against approved spend.
• Supporting month end close processes.
• Providing accurate financial information to the Leadership Team and external accountants.

Process & Systems

Maintain efficient and scalable finance processes across the organisation.

Responsibilities include:

• Maintaining finance procedures and documentation.
• Supporting improvements to systems and automation.
• Ensuring consistent financial processes across all markets.
• Creating and updating standard operating procedures where required.
• Identifying opportunities to improve efficiency and accuracy.

External Partner Coordination

Act as the day to day operational contact for external finance partners.

Responsibilities include:

• Coordinating with outsourced accountants.
• Preparing information for VAT, tax and statutory reporting.
• Supporting payroll providers and finance partners.
• Responding to information requests.
• Ensuring reporting deadlines are met across all entities.

Financial Planning & Analysis Support

Support the Leadership Team with financial reporting, analysis and business performance information.

Responsibilities include:

• Preparing monthly Profit & Loss reports across all entities and business units.
• Producing weekly business performance dashboards and KPI reporting.
• Maintaining financial models for new initiatives, partnerships and business planning.
• Supporting the annual budgeting and quarterly forecasting processes.
• Monitoring revenue, expenditure and profitability across markets, products and partnerships.
• Tracking unit economics and key business performance metrics.
• Preparing cash flow reports and scenario planning models for review by the Leadership Team.
• Producing financial analysis that supports commercial discussions and decision making.
• Identifying trends, anomalies and variances, escalating observations to the Leadership Team where appropriate.

Business Administration

Support the wider Leadership Team with business administration that contributes to the smooth running of the organisation.

Responsibilities include:

• Maintaining key business trackers and operational reports.
• Supporting contract administration and supplier documentation.
• Coordinating company insurance, subscriptions and renewals.
• Maintaining financial and legal records.
• Supporting cross functional operational projects where required.

Operational Support

Provide financial and administrative support to the wider business.

Responsibilities include:

• Supporting contract administration.
• Maintaining supplier records and agreements.
• Monitoring recurring payments and subscriptions.
• Supporting procurement and purchasing activities.
• Assisting with operational projects where required.

Continuous Improvement

Support the ongoing development of Sanctum's finance function.

Responsibilities include:

• Identifying opportunities to streamline financial processes.
• Improving reporting accuracy and visibility.
• Supporting the implementation of new finance systems and tools.
• Building scalable processes that support the future growth of the business.
• Contributing to a culture of organisation, accountability and continuous improvement.

Success Measures

• Accurate and timely financial administration.
• Well maintained financial records across all entities.
• Efficient month end reporting processes.
• Accurate monthly Profit & Loss reporting delivered on schedule.
• Weekly business performance dashboards produced accurately and on time.
• Annual budgets and rolling forecasts maintained and kept up to date.
• Reliable financial models and reporting that support business planning and investment decisions.
• Clear visibility of revenue, unit economics and business performance across markets.
• Strong coordination with external accounting partners.
• Continuous improvement of finance systems and processes.
• Effective operational and financial support for the Leadership Team.
• Scalable finance processes that support Sanctum's continued international growth.