Business & Finance Administrator
The Business & Finance Administrator will provide dedicated support to the Head of Operations & Finance, with a particular focus on finance and business administration. The role sits across Operations, Recruitment, Finance, HR, and Marketing, and is central to keeping the region's day-to-day administration running accurately and on time.
The role holds clear ownership of finance and billing administration, while also acting as a reliable point of contact for employees and consultants across EMEA. There is scope to get involved more broadly across the business, and candidates with an interest or aptitude in marketing are particularly welcome.
Key Responsibilities
Finance Administration & Billing
● Take ownership of the monthly billing and invoicing cycle, working closely with the Head of Operations & Finance to ensure invoices are accurate, timely, and aligned to agreed commercial terms.
● Track consultant timesheets and expenses closely, following up with consultants and contractors to ensure submissions are accurate and made on time.
● Support payroll administration, helping ensure employees and consultants are paid correctly and on schedule.
● Support commission tracking, maintaining clear and accurate records for the wider team.
● Contribute to building a consistent, well-organised finance administration process as the business grows.
Onboarding & People Administration
● Own the onboarding process for new employees, contractors, and consultants, ensuring each new starter has the correct documentation, systems access, equipment, contacts, and information from day one.
● Support offboarding administration as needed, helping ensure departures are handled correctly.
● Support visa sponsorship administration.
● Assist in generating contracts and maintaining accurate employee, consultant, and supplier records.
Employee & Consultant Support
● Act as a key point of contact for employees and consultants on day-to-day operational matters.
● Handle queries relating to pensions, healthcare, benefits, expenses, holidays, onboarding, and policies.
● Track and administer holiday requests.
● Support a consistent and positive employee and consultant experience across the EMEA region.
Compliance & Documentation
● Support compliance across contractor engagement, onboarding checks, customer requirements, supplier onboarding and processes, expenses, and internal policies.
● Help maintain key documentation, including contracts, supplier records, and consultant records.
● Provide general business administration support across the region as required.
Recruitment, Travel & Events
● Assist the Head of Recruitment with recruitment activity, providing hands on recruitment support when needed.
● Coordinate travel bookings and administration.
● Support the planning and organisation of events.
Who This Role Supports
This role provides administrative support across Services, Recruitment, Finance, HR, and Marketing, working closely with the Head of Operations & Finance - EMEA.
Skills & Experience Required
● Experience in a recruitment, business support, or operations role would be ideal.
● Strong written and verbal communication skills.
● An exceptional eye for detail.
● Ability to take ownership of tasks and responsibilities, with high levels of reliability, discretion, and ownership.
● Good Excel skills.
● Confidence working across multiple internal teams and senior stakeholders.
● A flair for marketing would be an advantage.
Proposed Reporting Line
This role would report directly to the Head of Operations & Finance - EMEA, providing dedicated administrative and finance support across the region's Services, Recruitment, Finance, HR, and Marketing functions.
Business & Finance Administrator employer: XD Innovation
At XD Innovation, we pride ourselves on being an exceptional employer, offering a dynamic work culture that fosters innovation and collaboration in the heart of Stevenage. Our commitment to employee growth is evident through continuous learning opportunities and hands-on experience with cutting-edge technology in autonomous navigation. Join us to be part of a team that values creativity and provides a supportive environment for tackling real-world challenges.
