Job Description

About Us

Vanilla Underground is an award-winning, fast-growing online retailer, specialising in pop culture and licensed products for over 100 top brands including Disney, Paw Patrol, Barbie, Pokemon and Sonic the Hedgehog. We sell worldwide across multiple marketplaces, and we're proud to be a family-run business with a creative, dynamic edge.

We're now looking for a proactive and detail-oriented

Business & Finance Administrator

to support our finance and operations teams. This role is office-based at our Tamworth HQ and offers flexibility for the right candidate (part-time or full-time).

Key Responsibilities

Finance & Accounting

Purchase ledger accounting and bank reconciliations (matching invoices to payments). Processing invoices, receipts, credit notes, and refunds across multiple marketplaces. Checking invoice prices and resolving disputes (e.g. with couriers like FedEx). Applying for new credit limit accounts. Updating royalty data each quarter.

Business & Office Support

Purchasing office and warehouse supplies. Booking meetings, travel, hotels, parking, and company vehicle MOTs/services. Answering office phones, directing queries, and passing on messages. Processing staff forms (holidays, WFH logs, orders) and supporting onboarding (inductions, forms, right-to-work checks). General filing, scanning, and document management.

Data & Reporting

Analysing sales data in Excel using formulas such as VLOOKUP, SUMIF, and COUNTIF. Preparing and updating reports to support finance and operations.

Facilities & Compliance

Weekly fire alarm testing and rota updates. Booking required safety checks (fire alarm service, fire risk assessments, gas safety). Recording and reporting monthly meter readings.

What We're Looking For

Proven experience in administration, finance, or office support. Confident Excel skills. Strong attention to detail and accuracy. Organised, reliable, and able to juggle multiple tasks. Excellent communication skills and a team-player attitude.

What We Offer

Part-time or full-time opportunity Competitive salary (25,500-27,000 FTE). Bonus scheme. Casual dress code. Employee discount on our products. Free parking. Friendly, supportive team environment.
If you're ready to take your career to the next level with a passionate team dedicated to bringing joy through pop culture, we invite you to apply today!

Job Types: Full-time, Part-time, Permanent

Pay: 25,500.00-27,000.00 per year

Expected hours: 25 - 40 per week

Work Location: In person