Finance and Operations Administrator

We are looking for a highly organised and detail-focused Financial Operations Administrator to support the day-to-day financial management of Ecotricity’s New Ventures businesses and projects.

Working closely with Finance Managers, project leads and the Finance Director, you will help ensure that financial processes run smoothly, expenditure is properly controlled and recorded, and project teams have clear and up-to-date information on their budgets.

The role covers everything from supplier set-up, purchase orders and invoice processing through to reconciliations, budget monitoring, forecasting and audit support.

Key responsibilities

Financial administration

• Set up new suppliers and undertake appropriate due diligence checks.
• Act as a point of contact for supplier queries and help resolve issues promptly.
• Raise and manage Purchase Order requisitions.
• Process invoices and ensure supporting documentation is complete and appropriately filed.
• Prepare and maintain credit card transaction reports.
• Undertake monthly transaction reconciliations, investigating and resolving discrepancies where required.
• Maintain accurate and well-organised financial records across the New Ventures businesses and projects.

Budget management and forecasting

• Support the preparation and ongoing management of project and operational budgets.
• Monitor actual expenditure against approved budgets and identify material variances.
• Provide project leads with monthly actuals-to-date and budget variance reports.
• Meet with project leads to review expenditure, investigate overspends and discuss future forecasts.
• Maintain up-to-date forecasts to provide an accurate picture of expected expenditure and future funding requirements.
• Identify potential overspends or additional funding requirements at an early stage and escalate these to the relevant Finance Manager and/or Finance Director for review and approval.
• Support appropriate cash-flow and runway planning, ensuring future funding requirements are identified well in advance.

Expenses and expenditure

• Reconcile and analyse expenses submitted by employees, contractors and consultants.
• Ensure expenditure is in line with agreed project budgets, contracts, consultancy agreements and internal policies.
• Query expenditure where appropriate and work with project leads to resolve discrepancies.

Monthly financial reporting

• Attend monthly finance meetings with the relevant Finance Manager and project leads.
• Prepare and provide accurate financial information ahead of meetings, including actual expenditure, committed costs, budget variances and forecasts.
• Highlight financial risks, emerging overspends and other issues requiring management attention.
• Follow up agreed actions and ensure financial records and forecasts are updated accordingly.

Audit and year-end support

• Support the annual audit process across the relevant New Ventures businesses.
• Attend audit meetings as required.
• Ensure financial records and supporting documentation are complete, accurate and filed in a timely manner.
• Upload documentation and information to the audit portal in response to auditor requests.
• Assist with the preparation of Trustees’ Reports and other year-end financial documentation where applicable.
• Liaise with Finance Managers, project leads and auditors to ensure requests are dealt with promptly.