Job Title: Finance and Events Admin Assistant

Reports To: Head of House and Head of Finance

Overview: We are seeking a highly organised and detail-oriented Finance and Events Admin Assistant to join our dynamic team at Rock & Star - an award winning events company.

This hybrid role is designed to support both our finance department and our events sales team, ensuring smooth operations across all facets of the business. The ideal candidate will excel in financial administration, client management, and event coordination, contributing to the continued success and growth of our unique event spaces, including The Mowbray, The Chimney House, and Victoria.

Key Responsibilities:

Finance and Administration:

Manage Financial Administration: Process and manage invoices and expenditure obtaining the appropriate internal authorisations. Reconcile customer and supplier accounts - identify and deal with any issues. Monthly reconciliation of credit card spend.

Client & Supplier Liaison: Professionally communicate with clients and suppliers on all financial matters, including obtaining Purchase Order numbers, preparing, sending and receiving invoices, and requesting customer payments. Obtain supplier statements, reconcile and liaise with suppliers to ensure supplier data is complete and accurate.

Expense Management: Monitor spending, suggest efficiencies to reduce costs, and assist in financial reporting to support management.

Administrative Support: Handle administrative duties including booking and managing events admin, managing the events tracker, and preparing invoices/contracts.

HR Support: Assist the management team in keeping HR data and documents up to date and properly filed.

Event Administration:

Client Interaction: Act as the first point of contact for event inquiries, managing both incoming and outgoing communications, and handling bookings for The Mowbray, The Chimney House, and Victoria using our CRM software.

Event Management: Collaborate with the Sales and Booking Manager and Events Team to ensure all event details are meticulously planned and executed, from initial inquiry to post-event follow-up.

Booking Management: Confidently manage and edit new and existing bookings, ensuring accuracy and attention to detail in all customer communications.

On-Site Support: Occasionally assist with daytime meetings or events, ensuring all aspects of the event are covered and supporting the delivery team as needed.

Data & Feedback Collection: Collect and document detailed information for each event, manage feedback, and secure permissions for photography and testimonials.

Marketing & Website Assistance: Support the Head of House with website management and marketing initiatives, as needed.

Ideal Candidate Profile:

Experience: Proven experience in finance, administration, and/or event admin coordination, preferably in a creative or hospitality environment.

Skills: Proficiency in Microsoft Office, Google Suite, and Xero financial software if possible. Experience with CRM software like Tripleseat is advantageous. Strong organisational skills and attention to detail are essential.

Interpersonal: Excellent communication and client management skills, with the ability to build rapport and maintain strong relationships with clients and colleagues.

Attributes: A proactive, intuitive, and calm team player with the ability to manage multiple tasks simultaneously and anticipate business needs. Strong attention to detail is a must.

The opportunity to work in a vibrant and creative environment, contributing to the success of unique and memorable events.

Competitive compensation and the chance to be part of a close-knit, supportive team.

Job Type: Full-time

Pay: From £25,000.00 per year

Additional pay:

Performance bonus, Yearly bonus