Beanmachines is an award-winning coffee machine specialist, providing high-quality coffee solutions to businesses across the UK. Renowned for our exceptional customer service, industry expertise and reliable support, we have built a strong reputation as a trusted and respected supplier within the coffee industry.
As an ISO-accredited company, we are committed to maintaining the highest standards of quality, consistency and continuous improvement in everything we do. We supply, install and maintain premium coffee machines, as well as providing a wide range of quality coffee beans, including bespoke blends tailored to our customers' requirements, helping businesses deliver an exceptional coffee experience.
Job Summary
This is a 9-month fixed-term position providing maternity cover within the Finance and Operations department. The Management Accountant will take hands-on ownership of the monthly management accounts process and the finance activities required to produce accurate, timely and well-controlled financial information. The role also owns routine customer invoicing and proformas, customer payment receipting and allocation, and the administration and financial control of stock ordering and deliveries. Working closely with the Head of Finance and Operations, the postholder will support agreed system and process changes and make practical suggestions where opportunities are identified.
Duties
Financial Reporting and Month-End
- Prepare the monthly management accounts and supporting schedules in accordance with the agreed timetable and month-end checklist
- Prepare and post month-end journals, including accruals, prepayments, depreciation and other agreed adjustments
- Ensure revenue and costs are recorded in the correct accounting period, applying appropriate cut-off and investigating incomplete or unusual transactions
- Complete bank, balance-sheet and control-account reconciliations, investigating and resolving reconciling items promptly
- Maintain the fixed-asset register and calculate depreciation where applicable
- Review aged debtors and aged creditors as part of month end, highlighting risks, disputes and required actions
- Prepare clear variance analysis and supporting commentary for review by the Head of Finance and Operations
- Prepare year-end schedules and supporting information for external accountants and auditors
- Support VAT, payroll and other statutory or control-account reconciliations where these form part of the agreed role scope
Customer Billing, Receipts and Transactional Finance
- Raise and issue routine customer invoices and proformas accurately and promptly, using approved quotations, sales information and supporting documentation
- Coordinate lease-company and service-based invoicing, resolving missing or inconsistent information with the relevant internal teams
- Receipt and allocate customer payments accurately in Sage 200, including card, bank, direct-debit and other approved payment methods
- Reconcile Worldpay, direct-debit and recurring-payment records and investigate differences
- Upload and manage recurring direct-debit files for the agreed payment dates and maintain supporting records
- Manage cash handover, receipt cash payments in Sage 200 and arrange banking in accordance with company controls
- Process, verify and accurately record supplier invoices and employee expenses
- Prepare supplier and ad hoc payment runs on Bankline for approval in line with agreed authority limits
- Maintain complete supporting documentation and a clear audit trail for all transactions
Stock, Ordering and Delivery Administration
- Administer stock ordering and deliveries using approved forecasts, installation requirements and purchasing authorisations
- Work with the Accounts and Operations Coordinator to obtain accurate customer-order, equipment and installation information for stock planning
- Monitor stock requirements and supplier lead times, escalating shortages, delays, excess stock or significant financial implications to the Head of Finance and Operations
- Coordinate approved purchase orders and liaise with suppliers regarding order acknowledgements, shipping, delivery dates and discrepancies
- Coordinate import documentation and customs declarations associated with approved stock orders where required
- Plan and coordinate the monthly stocktake and ensure stock records are complete and accurate
- Reconcile physical stock to Sage 200, prepare stock adjustments for approval and investigate discrepancies
- Maintain accurate stock valuation and provide information on slow-moving, obsolete or at-risk stock
- Ensure stock-related invoices, freight costs and associated charges are recorded accurately and in the correct period
- Sage 200 Support and Financial Controls
- Assist the Head of Finance and Operations with agreed changes to finance processes within Sage 200
- Identify process or data-quality issues and make practical recommendations to the Head of Finance and Operations
- Support the testing and implementation of agreed changes to reporting, reconciliations and month-end workflows
- Document agreed process and control changes and support colleagues with the updated ways of working
- Investigate system or data issues, coordinating with internal colleagues and external support partners where necessary
- Maintain effective financial controls, segregation of duties and approval processes across assigned responsibilities
Financial Insight and Business Support
- Provide accurate financial information and analysis to support management reporting and informed decision-making
- Highlight financial risks, unusual trends, margin issues and areas requiring further review or action
- Translate financial information into clear, practical explanations for non-finance colleagues
- Work collaboratively with the Head of Finance and Operations, the Accounts and Operations Coordinator and departmental managers to resolve financial and process issues
- Assist the Head of Finance and Operations with agreed finance and operational changes while protecting the accuracy and integrity of financial records
- Undertake other reasonable finance-related duties appropriate to the level and purpose of the role
Experience
- Fully qualified or part-qualified CIMA, ACCA or ACA, or qualified by experience with substantial relevant management-accounting experience
- AAT Level 4 qualified candidates may also be considered where they can demonstrate significant experience independently preparing complete monthly management accounts
- A minimum of 3 years' recent experience in a comparable Management Accountant or senior finance role
- Recent, hands-on Sage 200 experience in a finance environment, including month end, reporting, reconciliations, customer invoicing, payment allocation and stock-related processes
- Demonstrable experience taking ownership of the full month-end process and delivering accurate management accounts to agreed deadlines
- Strong technical knowledge of month-end journals, accruals, prepayments, revenue recognition, accounting cut-off, balance-sheet reconciliations, fixed assets, depreciation and variance analysis
- Experience of customer invoicing, proformas, customer payment allocation, bank reconciliations, direct debits, supplier payments and transactional-finance controls
- Experience of stock accounting, including stock reconciliation, valuation, stocktakes and the financial administration of stock ordering and deliveries
- Advanced Microsoft Excel skills, including pivot tables, lookups, reconciliations and financial analysis
- Proven ability to investigate financial discrepancies, resolve issues and maintain accurate supporting records and audit trails
- Ability to identify process or control issues and make practical, constructive suggestions to the Head of Finance and Operations
- Strong analytical and commercial skills, with the ability to identify trends, risks and opportunities from financial information
- Ability to explain financial information clearly and confidently to non-finance colleagues and senior stakeholders
- Highly organised, accurate and dependable, with the ability to manage competing priorities and demanding deadlines
- Proactive and solutions-focused, with the confidence to challenge appropriately and work independently with limited supervision
- Strong collaborative skills and the ability to work effectively across Finance, Sales, Operations, Customer Experience and Service
Desirable skills and knowledge
- Experience supporting agreed Sage 200 process or reporting changes in a finance environment
- Experience testing, documenting or embedding agreed finance-system changes
- Experience within a stock-holding, equipment, product-based or service-led business
- Knowledge of stock forecasting, international suppliers, freight costs, import documentation and customs processes
- Experience preparing VAT returns, payroll journals, fixed-asset schedules, year-end information and audit support
- Experience using Power BI or another reporting and data-visualisation tool
- Knowledge of financial regulations, governance frameworks and audit requirements
- Experience working with external accountants, auditors and professional adviser
- Experience within a growing owner-managed business or SME environment
Benefits & Package
- Competitive salary
- Company pension
- Free parking on site
- Free monthly coffee allowance
- Staff benefit and rewards (PerkBox)
- 4PM finish on Fridays
- Up to 3 hours per month paid leave to attend medical appointments
- Employee events
Pay: £42,500.00-£47,500.00 per year
Benefits:
- Free parking
- On-site parking
Work Location: In person
