About Xylotek
Xylotek is a dynamic, growing timber design and construction company delivering exceptional structures in wood. Working with clients, architects and engineers at the highest level, we connect digital design and fabrication with practical delivery, driven by a passionate understanding of wood and its potential to improve the built environment.
We're looking for an exceptional Finance & Practice Manager to be the operational backbone of our business.
The Role
This is a pivotal senior role combining financial oversight, practice management and HR support, ensuring the business runs smoothly and efficiently, freeing up our technical, project management and commercial teams to focus on delivering excellent projects. You'll be the central coordination point for office-based, site-based and remote workers across the UK and internationally, reporting to the Managing Director.
What you'll be doing
Financial management:
- Maintain the Xero accounting system, reconciling bank feeds and transactions
- Manage invoicing, accounts receivable and payment runs
- Produce and maintain weekly cashflow forecasts with the MD and project managers
- Prepare financial statements and management reports
- Maintain CIS records and submit monthly CIS returns to HMRC
- Complete and submit VAT returns (or manage this with external accountants)
- Liaise with external accountants on annual accounts and corporation tax
- Prepare and manage quarterly departmental budgets, tracking expenditure and variances
Practice & office management:
- Act as the main point of contact for front-of-house duties (phone, post, deliveries)
- Manage the company-wide diary of people, vehicle and equipment movements
- Oversee office and facilities maintenance, liaising with contractors and suppliers
- Arrange staff travel and accommodation
- Set up new starters with IT equipment and coordinate with IT contractors
- Maintain filing, archiving and information management systems
- Organise company meetings, all-hands communications and internal events
- Maintain accreditations (e.g. FSC, Construction Line) and H&S contracts/documentation
- Support sales and marketing activity (PR, events, social media)
- Manage the company CRM (Monday.com) and assist with PQQs
- Provide ad-hoc PA support to the MD
HR & people operations:
- Build relationships with recruitment agencies, universities and talent pipelines
- Manage onboarding and offboarding of employees and subcontractors
- Act as first point of contact on policies, procedures and employment-related matters
- Maintain the staff handbook and HR documentation, policies and templates
- Administer HR systems and employee records
- Support culture, staff wellbeing, engagement and internal communications
What we're looking for
Essential:
- Proven experience in a finance role covering bookkeeping, invoicing and cashflow management
- Experience or understanding of practice, office or operations management with broad responsibilities
- Experience with Xero or a similar cloud accounting platform
- Strong MS Excel and MS Office skills
- Excellent organisational and time-management skills with strong attention to detail
- Confident communicator, comfortable working with technical and non-technical colleagues
- Self-starter able to work autonomously in a fast-paced, growing business
Desirable:
- Experience in construction, architecture, engineering or a related project-based industry
- Familiarity with CIS, VAT returns and construction-industry compliance
- Experience with Monday.com or similar project management tools
- A passion for design, making and the built environment
- Experience managing or mentoring junior staff
Terms & Location
Based in Totnes, Devon (or our London office at Broadway Market) — primarily office-based, with flexibility for some remote working by arrangement. 50–75% hours considered (minimum 3 days per week), full-time also considered. Salary negotiable, commensurate with skills and experience. Genuine opportunity for career development and progression as the business grows.
Xylotek is an equal opportunities employer.
To apply, please send your CV and a covering note to [email protected].
Pay: £40,000.00-£50,000.00 per year
Work Location: Hybrid remote in Totnes
