Finance & Office Administrator

We are seeking a highly organised and proactive Finance & Office Administrator to support the effective running of our York office while providing structured support to the finance function within an FCA-regulated financial planning and pensions environment. This is a varied and trusted role combining finance administration, office coordination and facilities support. The successful candidate will contribute to maintaining a professional client environment, supporting financial control processes, and ensuring accurate record keeping in line with regulatory expectations. Working within a regulated business requires a high level of professionalism, discretion, and attention to detail. You will play an important role in supporting operational efficiency while helping the firm meet its regulatory and audit obligations. If you enjoy working collaboratively, take pride in organisation, and are comfortable managing a diverse workload, this is an excellent opportunity to make a meaningful impact within a supportive and well-governed business. This is not a hybrid role and requires working from office 5 days a week, working in a friendly and supportive team environment.

Key Responsibilities

• Finance Support (75%)

• Raise sales invoices and approved credit notes in accordance with internal procedures
• Perform daily bank and income reconciliations, escalating discrepancies promptly
• Manage petty cash with appropriate documentation and controls
• Chase outstanding debtors professionally to support effective cash flow management
• Prepare client direct debit collections in line with approved processes
• Prepare journals and assist with financial reporting activities
• Support internal and external audit requests by maintaining organised and accessible records
• Use Excel to prepare financial schedules and support data accuracy
• Assist in reviewing and improving finance processes and procedures

• Meet and greet clients, ensuring a professional and welcoming experience aligned with the firm's service standards
• Manage the switchboard, handling calls promptly and professionally
• Coordinate meeting rooms and prepare them appropriately for client meetings
• Act as the main contact for day-to-day facilities matters
• Liaise with contractors, building management, and service providers
• Manage incoming and outgoing post, including confidential correspondence
• Oversee printing, scanning, and secure document handling
• Maintain office supplies and support general office administration
• Assist with occasional operational tasks to support business continuity

• Operate in accordance with internal controls, policies, and documented procedures
• Maintain strict confidentiality when handling client and financial information
• Support accurate record keeping to meet regulatory and audit requirements
• Escalate errors, discrepancies, or concerns in a timely manner
• Understand and operate within role boundaries to support segregation of duties

Key Skill Requirements

• Minimum 2-year Finance and Admin experience
• Strong organisational skills with excellent attention to detail
• Professional and confident communication skills
• High level of integrity and discretion
• Proactive and dependable approach
• Comfortable managing multiple priorities
• Confident user of Microsoft Excel and Word

Desirable

• Experience supporting finance processes such as invoicing or reconciliations
• Previous office or facilities coordination experience
• Experience working in a professional services environment
• Experience within financial services or another regulated sector