Capsule Communications Ltd
Finance Manager
Location: capsule. group, 60 Parker Street LONDON WC2B 5PZ
Salary: c. £45,000-48,000 FTE (c. £36,000+ for a 4-day week)
Working pattern: 4 days per week
Reports to: Consulting Finance Director
Type: Part-time (0.8 FTE), permanent
About us
capsule. group is one of the UK's leading marketing and communications agencies, built around four specialist studios: Communications, Consumer, Community and Creative.
We help brands build influence, shape perception and accelerate growth through integrated campaigns spanning PR, social, influencer marketing, talent partnerships, consumer experiences and digital-first creative communications. By combining strategic thinking with cultural insight, we create award-winning work that earns attention, builds credibility and delivers meaningful business outcomes.
From emerging challengers to established market leaders, we partner with brands that want to lead conversations, set standards and leave a lasting mark on their industries. Today, capsule. group powers some of the world's most influential brands across beauty, health, wellness, technology and consumer sectors.
Proudly B Corp certified, we are committed to creating work that delivers value for our clients, our people, our communities and the wider industry.
Our work spans ongoing client retainers and one-off production, events and influencer projects - which means our finances are busy, varied and demand someone who enjoys getting into the detail.
The role
This is a newly created, hands-on role to bring our day-to-day finance function in-house. You’ll run the engine room: keeping the books accurate and up to date in Xero, managing cash and supplier payments tightly, and ensuring everything is reconciled and month-end ready.
You’ll work directly with our Finance Director, who owns forecasting and produces the monthly management accounts, and alongside our external accountants. The priority is control, accuracy and staying on top of a high volume of daily transactions in a cash-conscious business — delivered efficiently across a four-day week.
Key responsibilitiesDaily finance operations
- Own day-to-day bookkeeping in Xero — sales invoices, purchase invoices, bank reconciliations and expenses
- Keep ledgers accurate and current so management information is reliable at any point in the month
- Manage the accounts inbox and respond to supplier and client queries promptly
Cash and payments
- Run the weekly payment cycle, prioritising payments against available cash
- Maintain a rolling short-term cash position and flag pressure points early to the Finance Director
- Manage supplier relationships, payment terms and HMRC payment arrangements
- Support loan facility administration and repayment scheduling
Project and revenue tracking
- Maintain rigorous use of Xero tracking categories (project codes) so project-level revenue and costs are captured correctly — this discipline is central to the role
- Track production, events and influencer project costs against revenue
- Help manage deferred income and revenue recognition timing on multi-month projects
- Reconcile retainer billing each quarter
Month-end and compliance
- Ensure all ledgers are fully reconciled and month-end ready so the Finance Director can produce the monthly management accounts
- Prepare month-end supporting schedules (accruals, prepayments, deferred income, project costs) for Finance Director review
- Run payroll via SafeHR and ensure PAYE and pension postings are correct
- Prepare quarterly VAT returns for Finance Director review, with careful attention to correct VAT treatment (overseas B2B clients, reverse charge, recharges)
- Support year-end and liaise with external accountants
About youEssential
- Strong, demonstrable Xero experience — confident across the full bookkeeping cycle
- Proven experience managing cash and prioritising payments in a tight-cash environment
- Highly organised, accurate and able to keep pace with a high transaction volume
- Able to prioritise and structure their own week, delivering the full scope efficiently across four days
- Good Excel skills and comfort reconciling data back to source
- Sound understanding of UK VAT and PAYE
- Self-starter who can work independently between Finance Director touchpoints
Desirable
- Experience in an agency, professional services or project-based business
- Part-qualified (AAT / ACCA / CIMA) or qualified by experience
- Exposure to project costing, deferred income or revenue recognition
- Familiarity with SafeHR or similar payroll systems
What success looks like in 6 months
- The books are consistently up to date — nothing sits unreconciled
- Month-end closes cleanly and on time, with reconciliations and supporting schedules ready for the Finance Director to build the management accounts without chasing
- The Finance Director gets a reliable weekly cash position without prompting
- Project coding is applied consistently across the team’s transactions
- VAT and payroll run smoothly and on time, structured around a fixed weekly rhythm so nothing slips on the non-working day
How to apply
[email protected]
Pay: £45,000.00-£48,000.00 per year
Benefits:
- Health & wellbeing programme
Work Location: Hybrid remote in London WC2B 5PZ
