Finance and Operations Administrator

Salary: £28,000-£32,000

Salary negotiable for exceptional candidates.

This is a full-time, in-person role based in Torquay, Devon.

Full-time 37.5 hours

About Us

We are a growing mobility business specialising in supplying a wide range of mobility equipment to people of all ages, helping customers maintain their independence in their daily lives. We supply items such as mobility scooters, adjustable beds and riser recliner chairs, tailored to different mobility needs.

We pride ourselves on personal service and high levels of care, both during and after sales, which distinguishes us from our competitors. Alongside our retail operation, we have a dedicated servicing department to maintain a high-quality after-sales service for our customers.

Customers value this approach, and a significant portion of our business comes from repeat customers and word-of-mouth recommendations.

The Role

This is a varied and hands-on administration role that sits at the heart of the business. You will take responsibility for a wide range of administrative, financial and operational tasks, helping to ensure that the day-to-day running of the business is organised, accurate and efficient.

No two days will necessarily be the same. Alongside managing the purchase ledger, reconciling invoices and orders, supporting payroll and handling VAT and banking, you will also be involved in stock control, supplier management, e-commerce and general office administration.

You will work closely with our sales and servicing teams, as well as suppliers and customers, so good communication and a practical, can-do approach are important. We are looking for someone who enjoys taking ownership, is comfortable working independently and naturally looks for ways to improve how things are done.

This role would suit someone who enjoys variety. It is a fantastic opportunity for an organised and self-motivated individual who is excited to take ownership of a hands-on and varied position, with responsibility across several areas of the business.

Key Responsibilities

• Manage the purchase ledger, including processing supplier invoices and payments.
• Accurately reconcile purchase orders, delivery notes, invoices and credit notes in a timely manner.
• Run Sage and maintain accurate and up-to-date financial records.
• Complete weekly sales reconciliations and investigate any discrepancies.
• Assist with payroll preparation, including monitoring staff hours, holidays and overtime.
• Process import VAT and customs duty claims, as well as VAT reclaims.
• Manage banking and payment processing.
• Maintain accurate stock records and communicate with the sales team to support effective stock control and inventory management.
• Administer Magento, including maintaining product and pricing information.
• Manage website pricing and ensure prices are competitive, accurate and up to date.
• Process Click & Collect and e-commerce orders.
• Build and maintain positive relationships with suppliers, including negotiating prices, obtaining competitive quotes and identifying new suppliers where required.
• Place orders for office supplies and ensure the office has the necessary resources.
• Liaise with the sales team to coordinate incoming deliveries, ensuring goods are accurately recorded.
• Support GDPR and data protection compliance across the business.
• Provide general office administration and handle customer calls in a professional and helpful manner.
• Work flexibly across the business, supporting colleagues with general administrative and operational tasks as required.

Essential Skills

• Experience of purchase ledger administration - including processing supplier invoices, payments and credit notes.
• Experience reconciling purchase orders, delivery notes and invoices, and investigating discrepancies.
• Good working knowledge of Microsoft Office, particularly Excel, with the ability to maintain accurate records and work with spreadsheets.
• Experience using Sage or similar accounting software, with the ability to maintain accurate and up-to-date financial records.
• Commercially aware - understands the importance of competitive pricing, managing costs, stock control and maintaining good supplier relationships.
• Numerate and financially confident - comfortable working with figures, reconciliations, payments, VAT and financial records.
• Adaptable and willing to learn - able to respond to changing priorities and take on new responsibilities as the business develops.
• Highly organised and self-motivated - able to work independently as well as collaboratively within a small team, manage your own workload, prioritise tasks and meet deadlines.
• Excellent attention to detail - particularly when dealing with financial records, stock, orders, invoices and customer information.
• Strong problem-solving skills - able to identify issues, find practical solutions and use initiative.

Desirable Skills

• Experience processing online, Click & Collect or other e-commerce orders.
• Experience working in a retail, mobility, healthcare or disability equipment environment.
• Knowledge of VAT reliefs or exemptions applicable to products for disabled people would be advantageous.
• Experience dealing with imported goods, customs duty and international suppliers.
• A relevant qualification in Accounting, Finance, Business Administration or a related subject would be advantageous, but is not essential.
• Good understanding of VAT and financial administration, or the ability and willingness to learn relevant VAT procedures.

This is an exciting opportunity to be part of a growing business. You will have the opportunity to take ownership of your work and have a genuine impact on how the business operates.

If you are someone who naturally spots things that could be improved, enjoys solving problems and takes pride in keeping things organised and running smoothly, we would love to hear from you.