We’re looking for a Finance Operations and Systems Manager to join our team

Job purpose 
This is a new role created to manage the existing accounting function inhouse and the migration of data to a new finance system as the organisation manages growth.  The role reports into the Finance and Operations Director and will suit someone who is experienced in financial accounting, ledger management, reporting and finance systems administration in a growing and award-winning business. 

This role will manage and shape the Operational Finance processes with guidance and support from the Finance and Operations Director.  The emphasis of the role initially is on process automation and systems administration to manage transaction volume and scale back-office operations. We are looking for an experienced accountant and Sage/QuickBooks user/administrator with an AAT qualification or ACCA/CIMA part or full qualification. 

This is a London-based role and will include, but not be limited to: 

• Managing finance system and ledgers  
• Liaising with the bank, suppliers, clients, Hub Team members and contractors/freelancers 
• Manage the automation of accounts receivable and payables processes. 
• Ledger reconciliations 
• Extraction and analysis of accounting information from the accounting system 
• Implement and continuously monitoring the systems of controls and procedures ensuring a complete audit trail is maintained and relevant authorities are sought 
• Creation and reporting of KPI’s 
• Assist with tenders and financial proposals 
• Assist with scaling back-office functionality for growth 

Responsibilities 

• Systems (QuickBooks + Integrations) 
• Work with the Business Operations Manager to create process automations across HubSpot & QuickBooks 
• Chart of accounts rationalisation, deployment and ongoing management 
• Cost centre, project, costing and pricing set up 
• Bank, Credit Card, Tax, Payroll/Pensions & HubSpot/PayPal/Stripe/Amazon, 365 Systems & integrations 
• Create process maps and procedure notes. 

Budgeting & Forecasting 

• Liaise with budget holders & Finance and Ops Director for annual and quarterly forecasting cycles. 
• Create simple and intuitive budget analyses.  
• Create process maps, models and procedure notes. 
• Cash flow and liquidity analysis 

Management Reporting 

• Develop and prepare Management Reports using HubSpot and QuickBooks 
• Analyse, comment on and distribute the QuickBooks Management Reports monthly by day 5 each month. 
• Provide insightful metrics and opportunities analysis. 
• Create process maps, models and procedure notes. 
• Profitability and feasibility analysis 

Supplier and Client Ledger Management 

• Create systems approval workflows. 
• Deploy Purchase Order functionality. 
• Prepare payment transaction approval reports. 
• Manage accruals and prepayments.  
• Control creation, deployment and receipt of Sales Invoices 
• Undertake monthly Cash Allocation and ledger reconciliations. 
• Bank reconciliations via QuickBooks 
• Invoice and purchase transaction oversight and processing 
• Credit control, accounts receivable and payable  
• Run weekly payments. 
• Manage staff expenses process 
• Create and maintain process maps, policies and procedure notes. 

Direct Payroll 

• Receive and pay time allocation invoices from contractors. 
• Transfer manual contractor charging process to automated receipt, approval and payment 
• Create monthly payroll and pensions control/approval process for FD or CEO 
• Set up in-house payroll functionality in QuickBooks. 
• Manage dividends and share accounts. 

Statutory Reporting 

• VAT return and compilation 
• Filing Annual Accounts 
• Liaison with auditors 
• File RTI (Real-Time Information) with HMRC 
• Pay HMRC 
• Create and maintain process maps, policies and procedure notes. 

Qualifications & Experience 

• AAT Qualified, CIMA or ACCA Full/Part Qualified 
• At least 5 years’ experience running medium sized business accounts. 
• 5 years Payroll process management 
• Proficient in the use and administration of advanced versions of web-based cloud accounting systems/ERPs and solutions like QuickBooks, SAP, NetSuite or MS Dynamics NAV or Business Central 
• Desirable – knowledge of HubSpot CRM