Finance and Account Coordinator

Job Description:

The Finance & Account Coordinator undertakes a number of business operations and financial and accounts-orientated duties.

They work closely with the Sales and Professional Service teams to ensure that customers’ orders are being processed and fulfilled and payments owed to the company are collected. They are proactive in their work habits and commercially driven. They are excellent communicators who are quick to build relationships at all levels, highly organised and understand the need for accuracy.

Business Requirements

· AAT Qualified level 2 minimum, level 3 desirable,

· Minimum 3 years experience in similar roles; credit control, order processing, bookkeeping, or accounts,

· Good knowledge of QuickBooks online,

· High attention to detail, methodical and accurate,

· Confident and comfortable at communicating clearly (verbal and written) to customers and suppliers,

· Tenacious and driven by meeting deadlines,

· Calm, organised and able to plan, prioritise, and work on own workload and own initiative,

· Ability to work in a team environment,

· Strong discipline in record-keeping,

· Positive and “Can Do” Attitude,

· Good IT skills and proficiency with Microsoft Office,

· Ability to maintain effective administration processes,

· Problem-solving ability,

· Professional customer handling,

· Knowledge and previous experience using CRM applications

· Working knowledge of Excel, Word, and PowerPoint.

· Strong sense of responsibility to ensure the highest standards are met throughout the business.

Duties and Responsibilites

Business Support

Use Quickbooks online for all accounting transactions and processes, which includes but is not limited to;

Customers’ purchase orders;

Accurately processes customers’ orders, ensuring that all items, amounts, terms of payments, and customer details are correctly applied to orders.

Raise invoices, manage and resolve invoicing discrepancies, Raise credit notes when applicable.

Purchase orders to suppliers;

Accurately relate suppliers’ invoices/credit notes to customers’ sales in QuickBooks,

Negotiate special payment terms with suppliers as required.

Raise purchase orders to suppliers,

Create, complete, and upload all supporting documents for each order in their relevant part of the process and systems (dealsheet, CRM, Quickbooks, Customers’ portals, etc.)

Update the relevant activities within the CRM to manage credit calls.

Credit Control

Manage, collect, and reconcile payments owed to the company;

Undertake internet banking on a daily basis,

Collate payments received and update Quickbooks and commission sheets,

Create statements of accounts to be sent,

Instigate credit calls to customers before the due date to ensure timely payments,

Chase unconfirmed payments and overdue payments over the phone, or email,

Manage objection on credit calls as necessary to meet KPIs,

• Report back to Account Managers any credit issues and provide recommendations as appropriate,

• Report to the Professional Service team any credit issue that might affect future deliverables,

Keep and maintain a short-term cash flow report for snapshot reporting,

Oversee bad debts with solicitors,

Manage the onboarding process of new customers, including;

Request completion of credit account forms and process,

Finance checks,

Approve Payment terms based on Credit history, and, Maintain the report list with Experian and monitor adverse changes in customer credit.

Bookkeeping

Maintains product database with product numbers, descriptions, and pricing information, adding new products and assigning product numbers in Quickbooks.

Maintenance and update Quickbook records for reporting accuracy

Update QuickBooks with customers’ company registration numbers, VAT numbers and credit given.

Process engineers expense claims, check they are correct, upload them to QuickBooks, and make payment

Financial

Shared responsibility of the company petty cash and debit card

Create deal sheets and update commission sheets

Maintain a record and report on A/R collection periods

Monthly reports on average monetary value of overdue invoices

Monitor budgeted expenses on a monthly basis and compared them against forecast

Report on the percentage of invoices requiring special payment terms

Report on the percentage of supplier bills requiring special payment terms

Monitor supplier debtor days

Update and maintain dynamic records for GP accuracy (CRM/QuickBooks/dealsheet)

Cycle time for expenses reimbursement

Weekly updates to the Business Support Manager on the above

Others

Monitor and maintain the shared company’s email inboxes (Sales Inbox, and Account Inbox).

Provide support to the Sales Team on onboarding Prosperon as a new supplier when required.

Answer call and enquires for the business support / finance team over the phone and email.

Ad-hoc Tasks

Any other tasks as required by the company.

Person Specification

The Finance & Account Coordinator will need to have a willing and flexible attitude, the ability to work to tight deadlines, with changing priorities, and enjoy the challenges of working in a demanding role. The Finance & Account Coordinator will be a quick learner with a pleasant demeanour who is able to work co-operatively with a wide variety of people. Reliable, dependable, and willing to pitch in at all times they will also have a high degree of confidentiality and personal presentation. They will need to have experience in a similar role.

Benefits

· 25 days of annual leave, increasing each year to a maximum of 30 + bank holidays

· Additional leave for volunteering

· Private medical insurance

· Pension scheme

· Flexible rewards & wellbeing benefits

· Employee Assistance Programme + Mental Health First Aiders

· Electric Vehicle Scheme + Cycle to Work scheme

· Social events

· Training & Development Opportunities