Finance Administrator
Role Overview:
Do you have a passion and experience for Motorsport and travel?
Grand Prix Grand Tours are offering a fantastic opportunity to join our dynamic and fast-paced team. We are looking for enthusiastic and organised individuals who have a desire to ensure that every client has the greatest experience possible on our breaks. If this sounds like the perfect opportunity for you, get in touch and we would be happy to discuss the positions in more detail.
Key Responsibilities:
Xero & Financial Administration
- Setup payments for supplier invoices for hotels, tickets, airlines, car hire, ground operators, and DMCs for authorisation
- Process and reconcile supplier invoices in Xero, ensuring correct coding to nominal accounts
- Perform bank reconciliation in Xero across multiple currencies, matching transactions to bookings and supplier payments
- Reconcile credit card and BACS transactions against Xero records and resolve discrepancies promptly
Travel-Specific Finance Tasks
- Process and track supplier payments in line with contracted payment terms, managing advance deposits for hotels, race tickets, and event packages
- Monitor and reconcile foreign currency transactions and supplier payments, flagging exchange rate variances
- Manage refunds, commissions and cancellation charges in line with supplier and client contracts
Reporting & Compliance
- Assist with monthly management accounts by providing reconciled figures and cost breakdowns by tour or destination
- Support quarterly VAT returns in Xero
- Maintain accurate records of agent commissions, override payments, and client rebates
- Assist with year-end audit preparation, providing supporting documentation for all reconciled accounts
Communication & Administration
- Liaise with the operations and sales teams to resolve booking cost queries and ensure financial data aligns with the reservations system
- Chase outstanding client balances ahead of travel deadlines
- Respond to supplier payment queries and maintain positive relationships with key partners
- Support the Operations and Sourcing Manager with ad hoc financial tasks and projects as required
Must have skills and competencies:
- Minimum 2 years in a finance administration or accounts role
- Must be organised, proactive and flexible
- Proficient in Xero — bank reconciliation, invoicing, expense coding, and reporting
- Proven ability to reconcile multi-currency accounts and supplier ledgers
- Comfortable working across a booking/reservations system alongside accounting software
- Strong Excel skills; confident working with data from multiple sources
- Clear communicator — able to liaise effectively with operations, sales, and suppliers
- Attention to Detail - High level of accuracy and thoroughness when processing and reconciling financial data
- Proactive, self-motivated, and comfortable working in a fast-paced travel environment
Other skills and competencies:
- Understanding of Tour Operators' Margin Scheme (TOMS) for VAT
- AAT qualified or part-qualified, or equivalent relevant experience
- Understanding or experience with the use of Airwallex payment gateway, Stripe, Transferwise
What Grand Tours Travel can offer you:
- Annual familiarisation trip (Year 1 - European F1 event, thereafter – RoW)
- Options to work as guides on events
- Flexible working (2 days work from home after initial period)
Pay: £25,420.00-£35,000.00 per year
Benefits:
Work authorisation:
- United Kingdom (required)
Location:
- South West London SW6 (required)
Work Location: Hybrid remote in South West London SW6
