Finance Administrator
Department: Finance
Reporting to: Associate Director – Finance
Contract: Full time, permanent
Hours: Monday to Friday 9am to 5.30pm
Salary: £28,000–£32,000 per annum, dependent on experience
About MS Webb
MS Webb is a specialist provider of enforcement, vacant-property and property-management services to commercial landlords, asset managers and managing agents across the UK.
Our teams support clients with commercial rent recovery, evictions, vacant-property security, building management and problem-site solutions. We employ a diverse workforce including office administration staff, security inspectors, dog handlers and engineers. We pride ourselves on responsive service, high standards, dependable compliance and a practical approach to solving client problems.
Role purpose
The Finance Administrator will provide accurate, timely and well-organised accounts and billing support to the Associate Director – Finance. The role is responsible for maintaining recurring and ad-hoc invoicing, processing financial transactions within Xero, supporting supplier and customer administration, and assisting with routine month-end finance activities.
The postholder will help ensure that invoices are raised correctly, purchase order numbers are obtained promptly, financial records remain up to date, and the accounts inbox is managed professionally. The role also provides holiday and absence cover for the Credit Controller where required.
Key responsibilities
Sales invoicing and billing
· Set up, amend and terminate recurring monthly sales invoices accurately, ensuring correct customer details, pricing, coding and service information.
· Roll recurring invoices forward each month, making required amendments for service changes, contract variations, price increases or terminations.
· Raise month-end, ad-hoc and one-off invoices in line with agreed deadlines.
· Ensure invoice records are supported by appropriate documentation, including task-completion sheets, job records and client instructions.
· Request purchase order numbers where required and maintain accurate PO information against invoices.
· Chase outstanding purchase order numbers with clients or internal colleagues to support prompt invoicing and payment.
· Identify and escalate invoicing discrepancies, missing information or pricing queries promptly.
Finance administration
· Enter and maintain accurate sales, purchase, expense and credit-card transactions within Xero.
· Process purchase invoices in accordance with internal approval and coding procedures.
· Assist with supplier statement reconciliations and investigate discrepancies or missing invoices.
· Prepare and issue remittance advices where required.
· Assist with routine bank reconciliations in Xero, ensuring transactions are correctly matched and coded.
· Process and reconcile company credit-card expenditure, ensuring receipts and supporting evidence are obtained and retained.
· Maintain organised and auditable electronic finance records in line with company procedures.
Accounts communication and support
· Manage the shared accounts email inbox, ensuring messages are monitored, prioritised, responded to or allocated in a timely manner.
· Respond professionally to routine client, supplier and internal finance queries by telephone and email.
· Liaise with operational teams to obtain supporting documentation, service confirmations, customer details and billing information.
· Support the Associate Director – Finance with general administrative and finance tasks as required.
· Provide effective holiday and absence cover for the Credit Controller, within the postholder’s level of training and authority.
Month-end and continuous improvement
· Assist with month-end financial administration, including completion of invoicing, reconciliations, document filing and reporting preparation.
· Meet recurring daily, weekly and monthly finance deadlines.
· Identify opportunities to improve finance processes, reduce errors and strengthen record keeping.
· Follow company procedures relating to confidentiality, data protection, financial controls and document retention.
· Carry out other reasonable duties consistent with the level and purpose of the role.
Key working relationships
· Associate Director – Finance.
· Credit Controller.
· Directors and senior management team.
· Operations and field-management teams.
· Clients and customer contacts.
· Suppliers and subcontractors.
· External accountants, where appropriate.
Performance measures
Performance in the role will be assessed against:
· Timely and accurate production of recurring, ad-hoc and month-end invoices.
· Accuracy of coding, pricing, customer details and supporting documentation.
· Timely resolution or escalation of billing, PO and supplier queries.
· Quality and timeliness of Xero transaction processing and reconciliations.
· Effective management of the accounts inbox.
· Completion of month-end tasks by agreed deadlines.
· Compliance with company financial-control, confidentiality and data-protection procedures.
Person specification
Previous experience in an accounts administration, finance assistant, accounts payable, accounts receivable or similar finance-support role
Experience within a security, facilities-management, property-management, construction, service-contracting or operational business
Accounting software
Strong practical experience of Xero, including raising invoices, processing purchase invoices and completing bank reconciliations
Experience using BigChange or comparable job-management, scheduling or CRM software
Invoicing
Experience of recurring invoicing, ad-hoc billing, pricing amendments and maintaining accurate billing records
Experience of contract billing, service-charge billing or invoice generation from job-completion records
Purchase ledger
Experience processing supplier invoices, coding expenditure and responding to supplier queries
Experience completing supplier statement reconciliations and preparing payment information
Bank and card reconciliations
Ability to process and reconcile bank and company credit-card transactions accurately
Experience investigating unreconciled items and resolving transaction discrepancies
Numerical accuracy
Excellent attention to detail, with the ability to identify errors in figures, invoice details, coding and documentation
Experience supporting audit preparation or maintaining detailed finance-control records
Organisation
Strong planning and organisational skills, with the ability to manage recurring deadlines and competing priorities
Experience supporting formal month-end timetables
Communication
Clear, professional and confident written and verbal communication skills
Experience liaising directly with clients regarding invoices, POs or payment-related matters
IT skills
Competent user of Microsoft Office, particularly Outlook and Excel
Strong Excel ability, including formulas, filters, pivot tables and data checking
Confidentiality
Ability to handle commercially sensitive, financial and personal information discreetly
Knowledge of data-protection requirements in a finance or HR environment
Personal approach
Reliable, proactive, approachable and able to work independently while seeking guidance when appropriate
Experience working in a fast-paced SME environment
Education
Good standard of English and mathematics, with the ability to work confidently with financial data
AAT qualification, AAT study, bookkeeping qualification or equivalent finance training
Core competencies
· Accuracy: Completes financial administration carefully and checks work before submission.
· Ownership: Takes responsibility for deadlines, queries and follow-up actions.
· Organisation: Maintains clear records and manages routine monthly processes effectively.
· Customer service: Communicates helpfully and professionally with customers, suppliers and colleagues.
· Problem solving: Investigates discrepancies, identifies missing information and escalates issues appropriately.
· Teamwork: Works collaboratively with finance and operational colleagues to ensure services are billed correctly.
· Integrity: Handles financial information confidentially and follows agreed controls and procedures.
· Adaptability: Responds positively to changing service requirements, billing amendments and business priorities.
Pay: £28,000.00-£32,000.00 per year
Work Location: In person
