Job Description
Finance & Sales Coordinator
Location
Carlisle
Hours
Full-time, Monday to Friday, 8:30am – 5:00pm (hours negotiable for the right candidate).
Salary
Dependent on experience.
Reports To
Finance Manager & Managing Director
Works Closely With
Assistant Finance Manager, Sales Team, Parts Department, Service Department and all other departments across the business.
Job Purpose
An exciting opportunity has arisen for an ambitious and commercially minded individual to join our team in a varied role, combining finance management training with sales coordination responsibilities.
The successful candidate will support the day-to-day running of the finance department while coordinating the administrative process surrounding wholegoods sales from initial enquiry through to delivery and invoicing.
Key ResponsibilitiesFinance
· Complete daily bank reconciliations across company accounts.
· Prepare and post accruals, prepayments and journal entries.
· Assist in the preparation of monthly management accounts and financial reporting.
· Produce and monitor stock and cashflow reports.
· Monitor stock and accrual nominal accounts, investigating discrepancies where necessary.
· Process weekly BACS payment runs.
· Prepare and process month-end supplier BACS payment runs.
· Make informed decisions regarding payment of stocking facility items and monitor curtailment payments and interest.
· Prepare and submit VAT returns.
· Process payroll payments and post payroll journals within the Gold accounting system.
· Assist with supplier contracts.
· Support customer account queries and assist the Finance Manager with credit control.
· Assist with periodic stock reconciliations and investigation of discrepancies.
· Liaise with all departments to ensure accurate financial information and efficient business operations.
· Undertake additional finance duties as required.
Sales Coordination
· Process customer sales orders for machinery and equipment using internal systems and manufacturer platforms.
· Produce accurate customer invoices for wholegoods sales from sales representatives’ completed sales orders.
· Ensure all sales enquiries are accurately recorded and monitored through to completion.
· Track sales progress from initial enquiry through to delivery and invoicing.
· Coordinate the ordering, sales and delivery process for machinery and equipment.
· Liaise with sales representatives regarding stock availability, delivery schedules and expected customer payments.
· Act upon payment confirmations to authorise machinery deliveries.
· Prepare delivery notes, machine handover documentation and ensure all paperwork is complete prior to delivery.
· Order stock machinery and equipment from suppliers.
· Liaise with suppliers regarding equipment orders, deliveries and queries.
· Process DVLA registrations for new and used machinery and vehicles.
· Process manufacturer warranty registrations, delivery information and bonus claims.
· Monitor bonus claims and follow up any outstanding issues with manufacturers.
· Maintain accurate tracking systems and spreadsheets for machine orders, deliveries, registrations, warranties and sales progress.
· Manage depot wholegoods stock records and issue wholegoods order numbers.
· Liaise with the Website Coordinator to ensure stock and product information remains accurate.
· Deal with wholegoods enquiries from both internal departments and external customers.
· Ensure invoices are accurate and identify any issues affecting payment or delivery.
· Work closely with the Finance Team to ensure sales information is transferred accurately and efficiently.
· Support the continual improvement of sales administration and delivery processes.
· Assist with other sales administration duties as required.
General Responsibilities
· Build strong working relationships across all departments.
· Provide excellent customer service to both internal and external customers.
· Support colleagues during periods of annual leave or peak workloads.
· Maintain confidentiality when handling financial and customer information.
· Maintain high levels of accuracy and attention to detail.
· Prioritise workload effectively while managing multiple deadlines.
· Identify opportunities to improve processes and efficiencies
· Undertake ad hoc administrative and business support tasks as required.
Person SpecificationEssential
· Previous experience working within an accountancy or finance environment.
· Good understanding of bookkeeping principles and accounting processes.
· Excellent numerical and analytical skills.
· Strong organisational skills with the ability to manage multiple priorities.
· Excellent communication skills and the confidence to liaise with customers, suppliers and colleagues at all levels.
· High attention to detail and accuracy.
· Strong IT skills, including Microsoft Excel, Word and Outlook.
· Ability to learn new software systems and manufacturer portals.
· Ability to handle confidential financial and customer information appropriately.
· Proactive, organised and self-motivated with a willingness to learn.
Desirable but not essential
· AAT qualified or currently studying towards an AAT qualification.
· Experience within the agricultural, machinery or dealership sector.
· Previous audit experience on industry businesses.
· Experience using Gold accounting software (or similar ERP/accounting systems).
· Knowledge of manufacturer bonus claim processes or stocking facilities.
What We Offer
· A varied and rewarding role within a well-established family business.
· Exposure to both finance management and commercial operations.
· Training and support, including professional development where appropriate.
· The opportunity to play a key role within a successful agricultural machinery business.
Pay: From £26,000.00 per year
Benefits:
Work Location: In person
