Project & Finance Coordinator

Weldon creates some of the finest hardwood floors in the world. From bespoke parquet and marquetry to large-scale heritage restoration projects, we combine British craftsmanship, innovative design and in-house manufacturing (at our workshop in Nottinghamshire) to deliver exceptional flooring for prestigious residential, commercial and historic properties worldwide.

The Position

We are looking for a Project & Finance Coordinator, responsible for assisting with the operational and financial control of projects from sales handover through to completion. This key position acts as the administrative backbone between Sales, Drawings, Workshop, Installation and Finance teams, enabling projects to be properly planned, tracked, documented and financially monitored. It also acts as a key support to our Financial Controller by assisting in day-to-day financial management and by keeping key financial data updated in QuickBooks (our accounting software).

Core Responsibilities

• Project Administration & Coordination — 60%
  • Coordinate project handovers from Sales to all downstream teams
  • Prepare project progress reports, meeting notes and action trackers
  • Centralise all health & safety, site and project documentation
  • Ensure drawings, specifications and site information are complete before production or installation begins
  • Act as the administrative link between clients and Weldon on project-related matters
  • Financial project tracking (incl. variations management)
  • Issue project variations based on site sheets and approved changes
  • Update project margin trackers by inputting financial information and project delivery progress (weekly/monthly information from PMs & the workshop)
  • Support accurate project cost tracking, including labour, materials, subcontractors and variations
  • Document control
  • Maintain the company-wide document database
  • Set up project tracking documents, including operational planning and financial tracking tools
  • Monitor project progress and proactively flag risks, drawing changes, delays and missing information
• Finance Administration — 30%
  • Process post-purchase invoices into QuickBooks on a daily basis
  • Prepare weekly pay‑run information and upload approved payments
  • Process team expenses into QuickBooks on a bi‑weekly basis
  • Process monthly credit card statements
  • Assist with client invoicing by preparing and sending monthly project applications
  • Handle supplier and customer finance queries, including the Accounts mailbox
  • Maintain accurate finance records and filing systems
• Office Support — 10%
  • Provide general office and administrative support, including office supplies
  • Update and manage timesheets and holiday records on Connecteam
  • Handle general calls, emails, post and deliveries where required
  • Assist with onboarding administration and maintain contact records
  • Manage filing, scanning, printing, records and document archiving

Key Skills & Experience

• Strong organisational and administrative skills
• Strong ownership level
• Strong team‑player spirit
• Experience coordinating multiple priorities simultaneously
• Excellent attention to detail and follow‑through
• Experience with accounting software (QuickBooks preferred)
• Experience in construction, fit‑out, manufacturing environments preferred but not required
• Confident communicator able to work across multiple departments
• Commercial awareness and an interest in project profitability and business performance

Success Measures

• Projects handed over with complete information
• Variations captured, approved and invoiced promptly
• Accurate and up‑to‑date project tracking
• Reliable operational and financial reporting
• Improved project visibility across the business
• Reduction in project delays caused by missing information
• Improved project margin tracking and recovery