Finance Assistant (Invoicing)

Olympia Events is more than an exhibition venue, conference centre and live‑event space – it’s an inspiration. Against a backdrop of grand Victorian architecture, the seven connected spaces inspire engagement and enjoyment. Olympia Events is recognised in the industry for exceptional levels of customer service and support, and our numerous awards are testament to our clients’ satisfaction. Beyond the walls of our venue, Olympia is on the ground, working to invest in people, strengthen our communities, and protect the environment. Olympia Events is undergoing a period of change. In 2017 the venue was bought by a consortium led by Yoo Capital and Deutsche Finance International. Work is currently underway to transform the wider estate into a cultural hub of which Olympia Events will be the central part. Once complete the estate will include a new theatre, music venue, two hotels, over 30 eateries, world‑class office space and over two acres of public realm.

Key responsibilities

• The Invoicing Assistant is responsible for supporting the Invoicing and Cashbook Controller through accurate and timely processing of sales invoices, maintaining cashbook records and providing cover for credit control activities as required.
• The role will also provide regular support to the accounts payable team with invoice processing.

Responsibilities Include:

• Sales Invoicing
  • Prepare, review and raise accurate sales invoices in line with agreed pricing and contracts.
  • Ensure invoices are issued in a timely manner in accordance with billing cycles.
  • Verify billing data and resolve discrepancies prior to issuing invoices.
  • Maintain organised and up‑to‑date invoice records and supporting documentation.
  • Respond to internal and external queries relating to invoices and billing issues.
• Cashbook & Transaction Processing
  • Post daily cashbook transactions, including receipts and payments.
  • Accurately record and allocate customer payments to the correct invoices.
  • Reconcile bank statements and investigate any discrepancies.
  • Maintain accurate and up‑to‑date financial records.
  • Assist with preparation of cash reports and month‑end reconciliations.
• Purchase Invoice Processing
  • Provide support to the accounts payable function, including:
  • Processing supplier invoices and assisting with invoice coding.
  • Supporting payment runs and ensuring appropriate approvals are in place.
  • Reconciling supplier statements and resolving discrepancies.
  • Assisting with internal queries relating to supplier invoices or payments.
  • Ensuring adherence to internal controls and approval processes.
• General Finance Support
  • Maintain accurate and well‑organised financial records and documentation.
  • Assist with process improvements to enhance efficiency and accuracy.
  • Provide general administrative support to the finance team as required.
  • Ensure compliance with internal controls and company policies.

Person Specification

• Highly organised with the ability to manage multiple tasks.
• Proactive and able to work independently.
• Strong problem‑solving skills.
• Professional and confident when dealing with customers and suppliers.
• Ability to meet deadlines in a fast‑paced environment.

Skills

• Previous experience in invoicing, accounts receivable & accounts payable, or finance administration.
• Strong attention to detail and high level of accuracy.
• Good understanding of basic accounting principles.
• Experience using accounting systems.
• Strong Excel and data entry skills.
• Good communication skills, with the ability to liaise with internal and external stakeholders.
• Optional – studying for ACCA, CIMA or AAT.

Sustainability Responsibilities

Olympia Events is fully committed to ensuring the safety and wellbeing of all children, young people and adults at risk (vulnerable groups) that attend our premises. Olympia Events may require any successful applicant to complete a DBS Check prior to working in our business.

Equality, Diversity and Inclusion

Olympia Events is committed to Equality, Diversity and Inclusion and expects all its people to have a positive commitment to EDI by treating others fairly and not committing any form of discrimination, victimisation or harassment and to promote positive working relationships amongst employees and stakeholders.

This Job Description is not intended to be exhaustive; the duties and responsibilities may therefore vary in accordance to the changing needs of the business.