As Operations and Finance Coordinator, you will play a crucial role in supporting our team to ensure the smooth financial operations of our agency. Your expertise in numbers, sales trends, and profit and loss accounts, combined with your mastery of Microsoft Excel, will be vital in maintaining accurate financial records, analysing data, and providing valuable insights to drive our business forward.

Responsibilities:

– All bookkeeping duties and management of financial documents, including invoices, purchase orders, and expense reports.

– Analyse time sheet reports to track the business billability to identify profitable revenue streams and functions whilst reporting on any areas for concern.

– Monitor sales trends and analyse data using advanced Excel functions to identify growth opportunities and potential areas for improvement.

– Contribute to the preparation of monthly, quarterly, and annual financial reports, utilising Excel’s powerful features for data analysis and visualisation.

– Collaborate with cross-functional teams to streamline financial processes and ensure accurate billing and collections, leveraging Excel’s automation capabilities.

– Assist in budgeting and forecasting activities, utilising Excel’s formulas and functions to create accurate and dynamic financial models.

– Conduct regular audits to ensure compliance with financial regulations and internal policies.

– Provide ad-hoc support to the Company Directors.

Requirements:

– Proven experience within a financial function.

– Strong analytical skills with a natural aptitude for numbers, sales trends, and profit and loss accounts.

– Proficiency in Microsoft Excel, including advanced functions (e.g., VLOOKUP, PivotTables, formulas) for financial reporting, analysis, and modelling.

– Attention for detail and a high level of accuracy in financial data entry and analysis.

– Proactively identify and solve financial issues or discrepancies, working closely with the financial team and other stakeholders to unpick historical data entries.

– Strong organisational and time management skills, with the ability to effectively prioritise tasks.

– Strong interpersonal and communication skills, with the ability to collaborate with team members at varying levels.

– A proactive and inquisitive attitude, who gets on with the task at hand as opposed to only waiting for direction.

Perks and Benefits:

– Hybrid working, currently 3 days in the office and 2 from home.

– 25 days’ holiday plus Birthday and the days between Christmas day and new year.

– Company pension scheme.

– Private health insurance.

– Membership of The Ministry. which provides an unrivalled working environment including a gym membership, on site coffee shop, bar, event spaces, and social activities (candle making, guided meditation, yoga, HIIT, Sofar Sounds, the list goes on!).

– Opportunity for growth and professional development through ongoing training and mentorship.

– Regular company activity days, such as team building workshops, dinners, and entertainment.

– Charity volunteer days, supporting members who want to give some time to a charity close to their heart.

The process:

Shortlisted candidates will first be invited to a Teams meeting with the Managing Partner, Business and Operations Director, from there you will be sent a competency test with the final step being a visit to our offices for a face to face interview.

If you’re ready to unleash your financial prowess in a creative agency that values your skills, we can’t wait to hear from you! Apply now with your resume and a brief cover letter highlighting your relevant experience and why you’re the perfect fit for this role.

You will ensure timely communication with clients providing visibility of status updates and project progress and following up on client actions required to mitigate against delays. You will work with internal colleagues within the client relationship team Senior Account Directors, Account Directors, Senior Account Managers) and other agency teams (creative, content, etc.) to communicate project requirements and statuses internally. You will take an active role in meetings and correspondence with clients, project teams and business partners, keeping senior colleagues up to date and sighted on such correspondence.

KEY RESPONSIBILITIES & ACCOUNTABILITY

Strategy and client relationships

– Maintain a working knowledge of the clients’ sector, beyond the current projects to support ideas generation and added value, including competitors and their position in the market, trends, needs and challenges

– Master quality assurance skills and demonstrate these to senior colleagues

– Drive day-to-day administration and delivery on designated projects, including ensuring project estimates and timelines are drafted and have senior colleague approval in a timely manner

– Own status reports, ensuring they are updated after each key meeting, and sharing with senior colleagues/project team members, and ensure that clients understand the status of projects

– Take ownership of project deadlines and budgets, identifying and communicating potential changes

– Keep up-to-date WIP sheets and tracker communicating and potential impacts to the Account Director/Senior Account Director promptly to ensure up-to-date visibility on monthly/quarterly/annual revenue

– Take an active role in project team meetings, taking accurate notes, capturing key decisions and next actions from those meetings to share with that time, and ensuring all understand their required next steps

– Diary management, setting meetings and ensuring the required team members are available

– Assist in producing regular account “audits” for both internal and external (client) use

– Support senior colleagues in the strategic development of clients/projects by undertaking desk research and presenting findings in a clear, concise format

Commercial

– Grow solid working knowledge of the industry, including our competitors and their position in the market, trends, needs and challenges to support contribution in internal and client meetings

– Assisting with new business pitches where required, undertaking research, and contributing to fee proposals and timelines

– Support the company in identifying, submitting, and winning awards and accolades for work produced

HOW YOU NEED TO WORK

– Be open and approachable, with a can-do attitude.

– A role model, embodying our values and encouraging curiosity and proactiveness. Leading by example by always carrying yourself in a professional manner

– Passionate about the work we do and always looking for ways to improve the way we do it

– Honest and straightforward, we don’t beat around the bush if something is on our mind!

– Always willing to go the extra mile and put in the work to ensure the success of the business

– A problem-solver who is not easily discouraged and won’t quit until a solution is found

– Willing to admit when you’ve made a mistake and becoming wiser for it

You will build and maintain collaborative relationships with clients through regular communication, face-to-face/virtual contact and meetings, and support junior members of the client relationship team to build and foster successful working relationships.

You will manage client budgets and monitor targets and will be able to communicate and generate accurate reports on the status of existing accounts to senior colleagues within the client relationship team, delegating to the account executive team where appropriate and checking the quality of the work. You will communicate effectively and efficiently with other departments within the agency, ensuring appropriate resources are allocated and briefed. You will support senior members of the client relationship team by identifying new opportunities to grow existing business and take an active role in preparing recommendations/pitching for opportunities to these clients.

KEY RESPONSIBILITIES & ACCOUNTABILITY
Strategy and client relationships

– Maintaining and growing existing client accounts by delivering excellent results, interrogating client problems and proactively looking for new opportunities within existing accounts

– Maintaining good working knowledge of clients’ sector, including their competitors and their position in the market, trends, needs and challenges and have confidence in presenting to your clients

– Maintaining solid understanding of agency creative, content and strategy processes and our full offering to meet client briefs

– Building and maintaining excellent communication channels with clients and business partners to inspire confidence in clients

– Identifying short and medium-term opportunities across your client account(s) to support consistent revenue achievement, ensuring scope of works/contracts/POs are agreed

– Managing campaigns and projects from start to finish, including setting budgets, planning projects, briefing teams, allocating resources against timelines, and ensuring delivery on budget and to spec

– Effectively managing client expectations so that we are never over-promising or under-delivering

– Ensuring accurate records of meetings, decisions and next actions and communicating these effectively

– Keeping up to date WIP sheets (on a daily basis) for your client project account(s), communicating any updates, to support the Senior Account Director and Client Relationship Director in financial planning and provide future visibility on monthly/quarterly/annual revenue

– Maintaining (and ensuring junior team members maintain) quality control processes to ensure client expectations are consistently met or exceeded

– Assisting in producing regular account “audits” for both internal and external (client) use

– Support the SAD in overseeing key client relationships to ensure that client satisfaction, team satisfaction, and client profitability remain high Commercial

– Maintaining good working knowledge of the industry, including our competitors and their position in the market, trends, needs and challenges

– Assisting with new business pitches, including processes and deliverables, from first contact to completion including preparatory work and research ahead of new business meetings, internal liaison with the team members involved in the pitch and assisting with any actions and follow up as needed

– Support in negotiating financial agreements with clients at project level

– Ensuring that the necessary processes and procedures are set for optimal financial management of client business

– Sharing responsibility for building and managing designated accounts for agency growth and profitability

– Supporting the company in identifying, submitting, and winning awards and accolades for work produced

HOW YOU NEED TO WORK