Business and Finance Administrator/Coordinator in Wallingford

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
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 CRM system
Input and update CRM data, manage actions and communicate progress
Manage Designers' calendars, arrange and confirm client appointments, and prepare pre-sale and aftercare materials
Coordinate the printing of drawings and marketing materials
Customer and Office Administration
Welcome visitors to the showroom and receive deliveries
Answer telephone calls, redirect enquiries and monitor the general email inbox, responding to or redirecting messages as appropriate
Communicate effectively with colleagues and external contacts by telephone, messages and email
Showroom and Facilities Management
Work alongside the Designer to maintain window displays and digital displays, including seasonal updates
Coordinate cleaning, window cleaning and the ordering of office supplies
Record meter readings and act as the main point of contact for the energy supplier
Review energy suppliers periodically and make recommendations
Liaise with the landlord regarding property repairs and maintenance
Maintain health and safety registers, documentation and waste management arrangements
Coordinate facilities management across other sites, including fire and security systems
Requirements
Essential
Relevant bookkeeping or accountancy qualifications
Excellent knowledge of Xero and strong IT skills
A fast learner who can quickly understand a business, its processes and systems
A proactive, can-do attitude with enthusiasm for problem-solving and developing improved business systems
Strong organisational skills and attention to detail
Ability to manage competing priorities, meet deadlines and adapt to changing requirements
Excellent communication and interpersonal skills, with the ability to build positive relationships with colleagues, clients and external contacts
Discretion when handling confidential financial information
Ability to work closely with the Directors and Projects and Contracts Manager while taking ownership of day-to-day responsibilities
Desirable
Experience in the landscaping, horticultural or construction industry
Experience using Xero Projects or similar CRM and project management systems
Previous experience preparing financial reports, cash-flow forecasts and project costings
Knowledge of payroll administration, HMRC submissions and credit control
A full, clean and valid driving licence
What's In It For You
£32,000–£36,000 per annum
28 days' annual leave, increasing by one day after two years of service and by a further day each year up to five years of service
An additional two to three days at Christmas, depending on when Christmas falls
One additional Nature Day to connect with nature
Discretionary Christmas bonus
Company medical insurance through Vitality
Workplace pension
Health and wellbeing programme
Cycle to work scheme
Flexible working, with up to 20% of working time permitted remotely
Company induction, including training on current business systems
Opportunity to progress into a senior management position
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