Client & Finance Operations Coordinator
# Client & Finance Operations Coordinator **Explorator Group Limited** · Ingatestone · `On-site` 🕒 **Статус:** *Опубликовано: 3 дня назад* · *Источник: Indeed* --- ### About the Role Purpose of the role The Client & Finance Operations Coordinator will provide hands-on operational support to TVM’s Small Business Unit. The role will help ensure that client work progresses efficiently, required information is obtained promptly, invoices are raised accurately and debts are collected professionally. This is a varied and highly practical position requiring regular communication with clients, accountants, managers and directors. The successful candidate will take ownership of routine activities, follow matters through to completion and escalate issues when management input is needed. Credit control will represent approximately 15% of the role. The remainder will focus on client administration, workflow coordination, billing support, information chasing and operational reporting. The person should also be enthusiastic about using artificial intelligence and technology to improve how administrative work is completed. They will be expected to identify repetitive activities that could be simplified, standardised or automated. Key responsibilities Client information and communication Contact clients to request the records and information needed to complete their accounting work. Explain clearly what information is required and follow up outstanding requests. Maintain professional, helpful and confident communication with clients. Monitor responses and ensure information received is passed promptly to the appropriate team member. Keep clients informed where appropriate and help resolve straightforward administrative queries. Escalate sensitive, disputed or technically complex matters to the relevant manager or director. Workflow and job-progress coordination Monitor the progress of client work. Liaise with accountants and other team members to establish the status of jobs and identify anything preventing completion. Chase outstanding internal actions and help maintain momentum. Identify jobs that have stalled, are approaching deadlines or require management intervention. Maintain accurate workflow records and update relevant systems. Provide managers and directors with clear information about outstanding work, bottlenecks and required actions. Follow agreed actions through to completion rather than simply passing messages between people. Billing and invoicing Prepare, raise and issue client invoices accurately and promptly. Liaise with managers and directors to confirm what should be billed and when. Check that invoice descriptions, values and client details are correct. Identify completed or substantially completed work that may be ready for billing. Maintain appropriate records of invoices raised and any agreed billing actions. Respond to routine client questions concerning invoices, referring disputes or technical queries to the appropriate person. Credit control Manage routine debt-chasing activity independently and professionally. Liaise with directors to agree which debts should be pursued, deferred or handled differently. Contact clients by telephone and email regarding outstanding invoices. Maintain clear and accurate records of contact, promises to pay and agreed actions. Agree payment plans within defined authority limits. Monitor payment arrangements and follow up missed commitments. Escalate disputes, sensitive relationships and persistent non-payment to the relevant director. Recommend that further work is placed on hold where appropriate, subject to approval. Produce concise debtor updates for managers and directors. Reporting and operational support Prepare regular updates covering client information, job progress, billing and outstanding debt. Highlight exceptions, overdue actions and operational risks. Support managers and directors with practical administrative activities associated with delivering client work. Help ensure that commitments made to clients and internal colleagues are recorded and completed. Contribute to the consistent use of processes and systems across the Small Business Unit. AI and process improvement Develop a strong working knowledge of the business’s approved AI tools. Identify repetitive, manual or time-consuming administrative activities that could be streamlined. Use AI appropriately to help organise information, prepare communications, summarise activity and support reporting. Work with colleagues to improve templates, checklists and standard processes. Suggest practical automation opportunities while maintaining accuracy, confidentiality and professional judgement. Follow all data-protection, information-security and AI-use policies. Authority and decision-making The postholder will be expected to: manage routine client information requests and follow-ups independently; undertake routine credit-control activity without requiring approval for every contact; raise and issue invoices once the appropriate billing basis has been agreed; agree payment arrangements within defined financial and time limits; discuss debtor action with directors and follow their instructions; escalate disputed invoices, sensitive client relationships and significant delays; recommend placing work on hold, with the final decision made by an authorised manager or director; and identify and propose improvements to administrative processes. Clear authority limits should be documented during induction. Person specification Essential Strong administrative and organisational ability. Confident, professional and personable when dealing with clients. Comfortable speaking with clients by telephone as well as communicating by email. Able to discuss priorities and sensitive client matters confidently with managers and directors. Experience of credit control, billing, finance administration or a comparable client-facing role. Able to manage numerous open actions and follow them through to completion. Strong attention to detail and accuracy. Able to prioritise work, recognise urgency and escalate appropriately. Comfortable working in a busy, hands-on small-business environment. Confident using business software, spreadsheets and digital communication tools. A genuine interest in artificial intelligence and improving administrative processes. Willingness to learn and use new systems and AI tools. Sound judgement when handling confidential client and financial information. Desirable Previous experience within an accountancy practice or another professional-services business. Understanding of how client accounting work progresses from information collection through preparation, review, completion and billing. Experience raising invoices and maintaining billing records. Experience managing debtor ledgers and agreeing payment arrangements. Experience using practice-management or workflow systems. Experience using AI tools to improve administrative work. An understanding of data protection and client confidentiality. Candidates without accountancy-practice experience may still be considered if they demonstrate strong credit-control or finance-administration experience, excellent client communication and the ability to learn quickly. Personal qualities The successful person is likely to be: personable and comfortable building relationships; confident without being confrontational; persistent and resilient when chasing actions; organised and naturally inclined to keep accurate records; practical and willing to become involved in day-to-day work; commercially aware and conscious of cash flow; curious about how work can be completed more efficiently; comfortable challenging delays constructively; dependable and able to take ownership; discreet when handling sensitive information; and motivated by completing work and achieving visible results. Measures of success Success in the role will include: client information being obtained more quickly; fewer jobs being delayed because actions have not been followed up; improved visibility of work awaiting client or internal action; invoices being raised accurately and promptly; consistent and professional credit-control activity; reliable records of client contacts and agreed actions; payment promises and plans being actively monitored; managers and directors receiving concise, accurate operational updates; repetitive administrative work being identified and improved; and accountants spending less time on avoidable administrative chasing. Initial priorities During the first three to six months, the postholder will be expected to: Understand the Small Business Unit’s clients, team, workflow and billing processes. Take ownership of routine client-information chasing. Establish clear records of jobs awaiting client or internal action. Assume responsibility for agreed invoicing and credit-control activities. Build effective working relationships with accountants, managers and directors. Identify recurring administrative bottlenecks. Recommend practical improvements, including opportunities to use AI and automation. Benefits: Company events Cycle to work scheme Referral programme Sick pay Work Location: In person
Наблюдалась 2026-09-21, впервые 2026-09-18, источник — Indeed.