Job Overview
We are looking for a highly organised and proactive Finance & Procurement Coordinator to support the efficient administration of finance, purchasing, expense management and project support activities across the business.
Working closely with the Finance Director, Finance Manager, Operations & Production Team’s you will play a key role in ensuring financial and procurement processes are followed, records are maintained accurately, and documentation is processed efficiently to support the successful delivery of campaigns and projects.
This role acts as a central coordination point between departments, helping to ensure purchase orders, invoices, expenses, supplier documentation, project records and financial infomrati9on are processed accurately and in a timely manner.
Key Responsibilities
Finance Administration & Support
· Attend weekly finance meetings and action agreed finance administration tasks.
· Ensure new projects and jobs are accurately recorded within internal systems and relevant documentation is maintained.
· Process and track budget requests in accordance with approved quotations, campaign budgets and company procedures.
· Conduct administrative checks to ensure budget request, purchase orders and supporting documentation are complete and correctly authorised.
· Support the Finance Team with invoice processing, invoice matching, reconciliation and general finance administration.
· Assist with maintaining financial trackers, project spend records and company loss trackers.
· Support credit control activities by maintaining records of outstanding invoices and assisting with client’s payment follow-up where required.
· Escalate discrepancies, missing information or potential issues to the Finance Manager or Finance Director.
Procurement & Purchasing Administration
· Coordinate procurement activities and purchasing requirements across campaigns, projects and operational activities.
· Obtain supplier quotations and supporting information as requested by Operations, Productions and Campaign Teams.
· Raise and process purchase orders in accordance with approved budgets and company approval procedures.
· Maintain accurate procurement records, supplier information and purchasing documentation.
· Monitor purchase order status and liaise with suppliers and internal stakeholders to resolve administrative queries.
· Ensure purchasing documentation is complete and available to support invoice reconciliation and project reporting.
· Support supplier onboarding processes by collecting and maintaining required documentation.
· Assist Operations and Finance Team with maintaining compliant procurement procedures and audit trails.
Expense & Company Card Administration
· Manage the weekly expense reconciliation processes and identifying outstanding receipts or supporting documentation.
· Produce regular expense reports and communicate outstanding actions to relevant employees.
· Chase missing receipts and documentation from Head Office, Campaign Teams and Event Managers.
· Provide support and guidance to employees using the company expense management platform.
· Assist users with obtaining digital receipts, uploading documentation and complying with company expense procedures.
· Arrange one-to-one support where additional assistance is required.
· Manage company card allocation, sign-in and sign-out processes, ensuring accurate records are maintained.
Campaign & Operational Support
· Support Operation and Productions Teams with administrative requirements relating to live projects and campaigns.
· Maintain project documentation, trackers and shared records to ensure information remains accurate and up to date.
· Ensure purchase orders, budget request, supplier quotations and related documentation are accurately filed and accessible.
· Carry out routine administrative checks to support project compliance and financial processes.
· Produce and distribute weekly storage reports, highlighting upcoming storage end dates and required actions.
· Assist with maintaining accurate records to support campaign delivery, financial reporting and operational planning.
Compliance & Process Support
· Ensure finance, purchasing and expense processes are followed in line with company procedures and approval workflows.
· Maintain accurate records, documentation and audit trails across finance and procurement activities.
· Identify process inefficiencies and suggest improvements to support operational effectiveness.
· Support internal audits, reporting requirements and compliance activities as required.
· Promote accurate record keeping and consistent administrative practices across the business.
Skills & Experience
Essential
· Previous experience in finance administration, accounts administration, procurement administration, purchasing administration, or similar business support role.
· Excellent organisational skills and attention to detail.
· Strong administrative and record-keeping abilities.
· Good understanding of invoices, purchase orders, expenses and financial administration processes.
· Confident using Microsoft Office, particularly Excel.
· String communication skills with the ability to work effectively across multiple departments.
· Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Desirable
· Experience using finance, procurement or expense management systems.
· Experience supporting project-based, agency, events, productions or operational business.
· Understanding of procurement procedures and supplier administration.
· AAT qualification or studying towards AAT.
· CIPS qualification or studying towards CIPS.
Why Join Us?
You'll be joining an award-winning marketing agency that specialises in creating impactful brand experiences and delivering campaigns for some of the UK's leading brands. As a Finance Assistant, you'll play a vital role in supporting the financial processes that keep campaigns running smoothly and efficiently.
Working closely with multiple departments, you'll gain valuable exposure to finance, operations, and campaign delivery while contributing directly to the success of the business. If you enjoy working in a fast-paced environment, thrive on organisation, and want to be part of a supportive and collaborative team, we'd love to hear from you.
Pay: From £26,500.00 per year
Benefits:
Work Location: In person
