Job Summary
We are seeking a highly organised and detail-oriented Finance and Operations Administrator to support the day-to-day financial and operational activities of our growing laparoscopic medical device business. The successful candidate will play a key role in maintaining accurate financial records, supporting sales and purchasing processes, managing credit control activities, and assisting with inventory administration. This position requires strong administrative skills, excellent attention to detail, and the ability to work effectively across multiple business functions.
Applicants must have previous bookkeeping experience and be confident using accounting software to manage sales ledger, purchase ledger, invoicing, and credit control activities.
Key Responsibilities
Credit Control
- Process and reconcile customer remittance advice notes.
- Prepare and distribute customer statements of account.
- Proactively chase outstanding payments by email and telephone.
- Maintain accurate records of customer communications and payment status.
- Support the reduction of aged debt and ensure timely collection of outstanding balances.
Sales Order Processing
- Review and verify UK and international sales orders for accuracy and completeness.
- Process sales orders within the company's bookkeeping and business management software.
- Generate and forward sales invoices to customers in a timely manner.
- Liaise with customers and internal teams to resolve order or invoicing queries.
- Ensure compliance with relevant VAT and export documentation requirements where applicable.
Purchase Ledger Administration
- Review, verify, and process supplier purchase invoices using bookkeeping software.
- Ensure invoices are correctly coded and authorised in accordance with company procedures.
- Maintain supplier records and assist with supplier query resolution.
- Support payment run preparation and reconciliation activities.
Expense Management
- Review and process employee expense claims.
- Ensure expenses comply with company policies and are supported by appropriate documentation.
- Obtain approvals and maintain accurate records for audit purposes.
Inventory and Operations Support
- Assist with periodic stock takes and inventory counts.
- Process stock adjustments and maintain accurate inventory records.
- Support operational activities related to stock control and inventory management.
- Collaborate with colleagues to investigate and resolve stock discrepancies.
Office Administration and Procurement
- Manage the purchasing of office equipment, supplies, and consumables.
- Monitor stock levels of office materials and place orders as required.
- Liaise with suppliers to obtain quotations and ensure timely delivery of goods.
- Provide general administrative support to the Finance and Operations teams.
Skills and Experience
Essential
- Proven bookkeeping experience within a finance or accounts environment.
- Experience processing sales orders, sales invoices, purchase invoices, and credit control activities.
- Strong understanding of accounts receivable and accounts payable procedures.
- Experience using bookkeeping and accounting software, with the ability to maintain accurate financial records.
- Ability to reconcile accounts, process remittance advice notes, and manage customer statements.
- Excellent attention to detail and accuracy in data entry and financial administration.
- Strong organisational and time management skills, with the ability to prioritise competing workloads.
- Proficiency in Microsoft Office, particularly Excel.
- Excellent written and verbal communication skills.
- Ability to work independently and as part of a team.
Desirable
- AAT qualification or equivalent accounting/bookkeeping qualification.
- Experience working within a medical device, healthcare, manufacturing, or distribution business.
- Knowledge of UK VAT regulations and international sales processes.
- Experience supporting stock control, stock takes, and inventory adjustments.
- Familiarity with ERP or inventory management systems.
Personal Attributes
- Reliable and professional approach.
- Proactive and self-motivated.
- Strong problem-solving skills.
- Ability to build positive working relationships with colleagues, customers, and suppliers.
- Flexible and willing to support a variety of operational and financial activities.
Benefits
- Competitive salary.
- Company pension scheme.
- Supportive and collaborative working environment.
- Exposure to a growing and innovative medical device business.
This role offers an excellent opportunity for an organised administrator with finance experience to contribute to both the financial and operational success of a specialist medical device company.
Pay: £28,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Experience:
- Bookkeeping: 3 years (preferred)
Work Location: In person
