Job Description

Job Title

Finance & Admin Coordinator

Hours

24-32 hours per week (flexible: across 5 shorter days or 3 full days)

Location

In-house only (remote working not available)

About Us

We are a bespoke kitchen company delivering high-quality, design-led projects. Our small, dynamic team prides itself on excellent customer service, organised workflows, and a forward-thinking approach to technology.

The

Finance & Admin Coordinator

is a central, multi-faceted role supporting finance, admin, systems, and aftercare/project support. You will ensure the smooth running of day-to-day operations, help the business operate efficiently, and test new systems under the guidance of the Operations Manager.

This role is perfect for someone organised, proactive, and tech-savvy who enjoys variety and taking ownership of executional tasks.

The Role

The Coordinator works closely with the Operations Manager and Aftercare Manager, taking ownership of finance, admin, and aftercare/project support execution.

Important: The Coordinator executes tasks and tests systems under direction, while managers retain oversight, strategic decision-making, and final approvals.

Key Responsibilities

Finance & Accounts Administration

Process supplier bills, receipts, subscriptions, and credits in Xero and Hubdoc Maintain accurate financial records, bank reconciliations, and supporting documentation Check Statements and plan date bills to ensure smooth payments and healthy cash flow Assist with accounts receivable and respond to supplier queries Organise and manage finance inboxes and Xero/Hubdoc workflows Produce financial reports and provide weekly updates to management Build and maintain strong professional relationships with suppliers

Operations Manager retains:

approval of payments, cash flow oversight, financial strategy, and decision-making

Admin & Office Coordination

Maintain and organise office systems, including shared inboxes, digital folders, project files, and post Manage routine emails and internal requests, escalating urgent or complex matters Ensure documentation and records are accurate, consistent, and up to date Oversee the Purchase Order system in Xero, including adding order confirmations and managing approvals Answer incoming calls and handle enquiries from suppliers, customers, and leads Assist with ordering and general administrative support

Operations Manager retains:

workflow design, system selection, and approval of major process changes

Aftercare & Project Support

(Under the Aftercare Manager and Operations Manager)

Support the Aftercare Manager with client communications, follow-ups, and scheduling Assist with ongoing client projects through accurate documentation and admin support Maintain up-to-date project information and ensure records are accessible Flag aftercare or project-related issues that require management attention

Aftercare Manager retains:

client decisions, issue resolution, and escalations

Operations Manager retains:

overall project delivery oversight and resource decisions

Systems & Tools Testing

Use and test digital tools, software, or AI solutions

as directed by the Operations Manager

Provide feedback on usability and effectiveness of tools Execute tasks efficiently using these tools Document simple guides or notes on how the tools were used

Operations Manager retains:

deciding which systems to adopt, approving changes, and leading process improvements

Optional Opportunity

If interested, you may assist with posting marketing content under the guidance of the Marketing Manager. This is optional and secondary to your core responsibilities.

A Day in the Life

Finance & accounts: bills, receipts, reconciliations, reporting, supplier queries, and cash flow support Admin & coordination: inboxes, files, POs, ordering, calls, and project admin Aftercare & projects: client follow-ups, scheduling, documentation, and keeping project info accurate Systems & tools: testing efficiency improvements under guidance, documenting workflows Optional marketing: posting content if interested

What We're Looking For

Essential

Highly organised and detail-oriented Confident with numbers and basic finance processes Tech-savvy and comfortable testing digital tools/AI to support efficiency Proactive, problem-solving, and able to take ownership of tasks Comfortable managing multiple responsibilities across finance, admin, aftercare, and systems

Desirable

Experience with Xero or similar accounting software Familiarity with Hubdoc or other finance/document automation tools Experience with CRM or project management systems (ideally ASANA) Experience in small businesses or creative/design-led industries

The Type of Person Who Will Thrive Here

Calm, organised, and reliable Enjoys variety and problem-solving Curious and comfortable with technology Takes ownership and sees tasks through Works independently while escalating issues appropriately

What We Offer

A central, high-impact role in a growing, design-led business Exposure to finance, admin, aftercare, project support, and process improvement Opportunity to test and use technology and AI tools under guidance Optional experience in marketing/social media Collaborative, supportive team environment Long-term growth and development potential
Job Type: Part-time

Pay: 13.00-15.00 per hour

Benefits:

Flexitime
Application question(s):

Do you have experience using Xero for processing supplier bills, receipts, or bank reconciliations? Have you used Hubdoc (or a similar document automation tool) for finance/admin workflows? Have you worked in a small business or creative/design-led environment? Are you comfortable learning new digital tools or AI applications and following guidance to use them efficiently?
? Yes, I enjoy learning and testing tools under direction

? Yes, with guidance

? No

Give an example of a time you had to follow a new workflow or system. How did you learn it and ensure it was done correctly? This role involves finance/admin and aftercare/project support. How do you prioritise multiple tasks and deadlines in a busy environment? Give an example of how you keep digital files, inboxes, or documentation organised in your current or previous role. Have you supported client-facing projects or handled client communications in previous roles?
? Yes, independently

? Yes, under supervision

? No

Describe a time when you had to manage project documentation or scheduling for a team. How did you ensure everything ran smoothly? This is a small, collaborative team. How do you handle situations where you need to escalate issues to a manager? Describe a time you took ownership of a task or project without being asked. What did you do and what was the outcome? Which of the following best describes you?
? Calm under pressure and detail-oriented

? Curious and comfortable with technology

? Enjoys variety and problem-solving

? All of the above

If interested, would you like to assist with marketing/social media posting under guidance?
? Yes

? No

Have you used an office/project management systems before? (Ideally ASANA)
Work Location: In person