**Position Overview
We are looking for a highly organised, detail-oriented Office & Finance Administrator to join our fast-paced team. This vital role will support the smooth running of both administrative and financial operations across the business.
You will work closely with the Executive Director who heads up the finance department and the Operations Director to manage a wide range of admin functions—from booking crew travel and maintaining uniform stock, to processing purchase invoices and bank reconciliations. Your proactive approach and multitasking ability will be crucial in supporting operational efficiency and accurate financial management.
This is a full-time, office-based role working 37.5 hours per week.
**Key Responsibilities
Office Administration
- Request and chase quotes for suppliers and services
- Contact clients for booking details and update records accordingly
- Assist with crew accreditation and manage crew profile updates
- Carry out regular audits of system data and records
- Complete ad hoc administrative tasks as needed
- Manage uniform stock levels and place orders as required
- Monitor and manage the 'client invoices on hold' list
- Book hotels, flights, and other travel for crew as required
- Oversee fleet management tasks including fuel card monitoring, vehicle maintenance schedules, tax and insurance records, and driver licence checks
Finance Administration
- Support the finance team in daily and monthly financial processes
- Manage the purchase ledger: post invoices, chase missing receipts, reconcile company credit card statements, and process employee expenses
- Match purchase invoices to purchase orders
- Support the sales ledger: raise and send sales invoices, reconcile incoming payments, and support credit control activities
- Perform regular bank reconciliations
- Use accounting software (Xero experience preferred but not essential)
- Provide administrative support to the Executive Director, and Operations Director
Key Requirements
- Previous experience in an administrative or finance support role is essential
- Confidence using finance/accounting systems (Xero knowledge is desirable but not required)
- Understanding of basic accounting principles, including purchase and sales ledgers
- Excellent written and verbal communication skills
- Strong organisational skills and attention to detail
- Proactive and solutions-focused, with the ability to manage multiple priorities
- Friendly and professional manner when dealing with internal teams and clients
- Finance qualification is desirable but not essential