Job Description

Identification of job:

Role: Finance and Operations Manager Reports to: Directors Location: Armada House, Odhams Wharf, Topsham, Exeter, EX3 0PB Status: Full-time, permanent

Purpose of job

EAD Ecology is a specialist ecological consultancy, established in 2003, delivering high-quality advice to clients across the public and private sectors. We are a growing, 100% employee-owned SME with a strong sustainability ethos and are seeking a skilled and proactive Finance and Operations Manager to join our leadership support team. This is a hands-on and strategic role, central to the smooth functioning and future development of the business. You will oversee core financial operations, compliance, insurance, and HR administration, while also delivering insightful financial analysis to support strategic planning and commercial decision-making.

Working closely with the Directors, Project Resource Manager, Administrator, and external advisors, you will play a key role in maintaining operational efficiency and supporting our growth and sustainability ambition.

The position would be based at our offices on the banks of the River Clyst, overlooking the Exe Estuary, close to Topsham train station on the trainline from Exeter. What we will offer you:

The opportunity to be part of a friendly and knowledgeable team in an employee-owned company. First-class training, support and mentoring. Competitive salary and pension; as well as a profit-share through our Employee Ownership Trust. Three paid days a year to volunteer for your chosen charity. A modern, spacious workplace with fantastic views across the estuary and wetland nature reserve.

Key Responsibilities

Financial Management and Administration Bookkeeping, Payroll, and Banking:

Serve as the primary user of the company's financial software (QuickBooks). Oversee all company banking activity, including reconciliations, monitor and enter customer payment receipts and tracking customer payments. Manage payments to suppliers, employees, and expense reimbursements. Coordinate and quality-assure client invoicing. Oversee supplier invoice approval and payment processes. Monitor and manage credit control processes, including debtor reviews, issuing statements and debt resolution in collaboration with Directors. Coordinate payroll each month with the external payroll provider, ensuring accuracy of all salary data.

Financial Reporting and Analysis:

Conduct quarterly finance reviews and cashflow forecasting in conjunction with Directors and the external accountant. Support year-end reporting by organising and reconciling all required data.

Strategic Financial Oversight:

Develop and monitor key financial performance indicators (KPIs). Provide high-level analysis of financial trends, risks, and opportunities to support annual business planning. Conduct ad-hoc financial modelling to support investment or pricing decisions. Advise on cost-efficiency and contribute to service-level and project profitability reviews.

Tax and Project Finance:

Prepare and submit VAT returns via QuickBooks, in collaboration with the accountant. Set up and monitor PAYE and corporation tax payments. Assist in entering new projects into QuickBooks when needed. Work with Directors and Project Resource Manager to analyse project profitability. Close completed project estimates to maintain accurate records.

Credit Risk:

Conduct credit checks for prospective clients and advise on financial risk. Compliance, Insurance, and HR Support Manage all company insurance policies (PI, EL, PL, Cyber, Office) and oversee renewals and claims in collaboration with the insurance broker. Liaise with insurance providers to manage company group assurance policies. Understanding the renewal process for company accreditations (e.g. SMAS, CHAS, CQMS, Achilles UVDB, Builders Profile) and input where required. Act as the company's Data Protection Officer (DPO) and ensure ongoing GDPR compliance. Liaise with pension advisors and act as a contact point for staff queries. Prepare annual salary review letters and draft contractual updates or promotion letters as needed. Input to recruitment, including issuing staff contracts and managing the induction process. Respond to employee inquiries related to HR policies, payroll, leave, and benefits, and advise on compliance with HR polices in consultation with Directors and external HR advisors. Provide maternity & paternity support, including meetings, and guidance on rights, entitlements and return-to-work planning. Maintain accurate and up to date employee records.

Systems and Process Improvement:

Proactively review and recommend improvements to financial and administrative systems. Serve as the lead user for QuickBooks and ensure optimal software use. Identify opportunities for automation to streamline financial reporting and enhance data accuracy.

Job Specification

Key Attributes:

We are looking for a highly capable and motivated professional who combines strong financial management skills with a strategic and analytical mindset. You must be comfortable operating at both operational and strategic levels and able to work independently as well as part of a team.

This role also involves handling sensitive information, requiring a high level of discretion, professionalism, and data confidentiality.

Key Requirements:

Essential:

Minimum 3-5 years' experience in finance or operations management, ideally within an SME environment. Proven experience in bookkeeping, payroll coordination, invoicing, bank reconciliations, and financial reporting. Extensive knowledge and hands-on experience with QuickBooks. Strong proficiency in Microsoft Excel, including the ability to develop financial reports and forecasts. Ability to analyse financial data, interpret trends, and provide strategic insights. Excellent communication skills, both verbal and written. Highly organised, detail-oriented, and reliable.

Desirable:

Bachelor's degree in Business, Finance, or a related field. AAT or equivalent financial qualification. Experience managing company insurance and GDPR compliance. Familiarity with HR administration. Interest in and ability to contribute to the company's sustainability initiatives and carbon calculation efforts. Understanding of SME business operations and employee ownership structures.

Additional Information:

Occasional early morning or evening work may be required; discretionary time off may be granted in line with company policy. Travel may occasionally be required; expenses are reimbursable per company guidelines. This role is based at EAD Ecology's office in Topsham and includes shared responsibility for office opening/closing duties. All staff are expected to uphold EAD Ecology's values, policies, and procedures.

Growth and Development:

This is a pivotal role with visibility across the entire organisation. As the business continues to evolve, there will be opportunities for the successful candidate to expand their strategic influence and develop within the role.

To apply, please send a CV and covering letter to info@eadecology.co.uk

Closing date: Sunday 30th November 2025

Job Type: Full-time

Pay: 45,000.00-50,000.00 per year

Benefits:

Company pension On-site parking Profit sharing
Work Location: In person