Finance & Admin Coordinator (Client Focused)

Key Responsibilities

• Post and reconcile transactions on Xero and SharePoint
• Prepare and process supplier payments and internal reimbursements
• Track and manage petty cash, payment schedules, and bank movements
• Assist with monthly reconciliations, financial reporting, and cash flow support
• Coordinate with accountants and ensure compliance with reporting deadlines
  

Administrative Support

• Maintain organised digital and physical filing systems
• Handle finance communications, banking and supplier details , follow-ups, and scheduling
• Coordinate courier deliveries, government office errands, and general admin logistics
• Assist in the preparation of documents, reports, and correspondence
• Act as a key administrative support for both the shareholder and company director, ensuring smooth handling of business-related matters
  

On-the-Go / Practical Tasks

• Occasionally drive to complete off-site errands which require in person presence (e.g., bank visits, document drop-offs, post office)
• Manage urgent requests efficiently and professionally
• Represent the business appropriately in external interactions
  

Requirements

• Minimum 2 years of experience in a finance/admin/business support role
• Strong working knowledge of Xero, Excel/Google Sheets, Teams, Sharepoint and cloud-based systems
• High level of confidentiality, initiative, and reliability
• Excellent communication and multitasking skills
• Fluent in English; Italian and/or Spanish is a strong advantage
• Valid driver’s license and access to a vehicle
  

• Health insurance
• Free annual eye test
• Hybrid work setup: mostly remote, with occasional in-office work and in-person meetings
• Flexible working hours: While a 40-hour work week is expected, we offer flexibility in working times. Start and end times can be adjusted to accommodate personal preferences, especially as both the shareholder and director often operate in different time zones. This makes the role ideal for someone who prefers working later in the day.