NMLT14012020 - Finance and Administration Coordinator

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Posted: 14/01/2020 09:23
Start Date: Not Available
Salary: £18,596.88
Location: World Museum
Level: Administration
Deadline: 31/01/2020 23:59
Hours: 40.00
Benefits: Company Pension Scheme, EAP, Travel Loan Scheme,
Job Type: Permanent [A]

National Museums Liverpool Trading Ltd. is currently seeking to appoint an experienced Finance and Administration Co-ordinator to join our Catering & Events teams;

Purpose of the Role 

The Finance and Administration Coordinator is primarily responsible for developing, implementing and monitoring the day-to-day financial and administrative responsibilities of the Events and Catering divisions. The main purpose of the role will be to manage the input of information, maintain an orderly filing system and assist with monthly administration and accounting tasks.

The role is responsible for maintaining strict controls in finance, accounting and administration to ensure all records are kept up to date, while assisting the respective managers to ensure the departments are maximising cost savings. 

This role has strong links with the Finance Department ensuring all revenue and cost lines are documented correctly and reported in a timely manner.

Stock Control, Budget and Finance

  • Actively seek out areas of efficiencies and cost savings within the operation.
  • Assist in the management of the end of month processes for the Catering and Events divisions. This includes managing invoices, credit notes, wastage, accruals, etc. This information must be reported to the Finance Department within the agreed time scales and format.
  • Maintain strict stock rotation, waste records and waste prevention methods.
  • Maintain and update multiple purchase order records, Monthly Debtor logs and Accounts Received daybooks ensuring that each month balances.
  • Assist in the creation of and manage internal stock control audits with ad-hoc testing procedures throughout the month.
  • Investigate cost of sales on a monthly basis to safeguard budgets and efficiencies.
  • Provide timely and accurate data and reports for Finance and relevant managers.
  • Ensure compliance with Events cash handling procedures including weekly cash collections and completion of the safe log.
  • Manage the contract for the Events PDQ machine.
  • Work with the Finance department and Head of Events to cross-analyse the stock consumption against physical cash reconciliation.
  • Report on purchases and maintain all finance procedures to assist the Finance department.
  • Produce a monthly report of Events expenditure and balance the report against the budget.
  • Assist the Head of Events in devising yearly sales targets and expenditure budgets.
  • Produce all debtor invoices and liaise with the Finance department to ensure all invoices are paid.
  • Monitor aged debtors and pursue for payment when necessary.
  • Maintain and process all financial data for all events.
  • Nurture the relationship between the Events and Catering divisions and Finance department by attending regular quarterly meetings.

Products and Services

  • Assist in driving sales, achieving profit targets and controlling margins.
  • Manage and record all of the Christmas booking payments and administration.
  • Record all monetary transactions to the Finance Department and manage capacity levels in conjunction with the Events Sales Manager.
  • Maintain a professional relationship with all clients and suppliers when dealing with invoice generation, payments and contracts.
  • Work closely with the Event Operations managers to manage any price increases on all commodities purchased by the events division. Safeguarding against increases that are beyond contractual boundaries and communicating any increases to all affected remits.
  • Assist in the management of procurement and set-up of new suppliers for all commodities and services as and when contracts expire.


  • Develop and maintain the administration systems in order to produce efficiencies for both divisions.
  • Maintain data in a very orderly manner.
  • Prepare data by compiling and sorting information and establishing entry priorities.
  • Type correspondence, reports and other documents.
  • Prepare detailed allergen documentation for menu items following government standards.
  • Create visitor-facing signage and POS labels following NML Trading’s branding guidelines.
  • Create and update detailed sandwich labels using MenuCommand tablet and software.
  • Work with the relevant managers to ensure that monthly administration time scales are met.
  • Work on all key administrative tasks across the various projects of NML Trading.
  • Maintain and develop excellent client records from initial point of contact to event delivery.
  • Ensure that all clients have completed all legal requirements in advance of their event including contracts, terms and conditions and bank detail forms.
  • Ensure “Value for Money” business cases are in place for all expenditure in order to comply with audit checks.
  • Assist the Event Operations and Production managers in the management of suppliers.
  • Assist with the tender process, contract creation and supplier agreement management.
  • Produce reports on expenditure and cost lines on a monthly basis.

Epos & Software Packages

  • Maintain clean data in the system at all times.
  • Manage the cleanliness of the client database and report misuse.
  • Update the system with live inventory data.
  • Assist with the Eatec Stock Management system including month end, stocktaking procedures and administration.
  • Build and input recipes for the Production Kitchen working closely with the Production Manager and Head of Kitchen Operations.
  • Build and create till screens using Eatec and InfoGenesis.
  • Assist with the roll out of new systems and procedures by assessing the needs of the business and working closely with third party providers.
  • Ensure that information or data requested by the epos and software suppliers is delivered on time and in a rich format.
  • Maintain the correct lines of report and levels of security within the system.
  • To work with the senior management team to drive standards.
  • Maintain your product knowledge within the Food & Beverage and Events industries and always be forward thinking in your approach to the business.
  • Actively participating in strategic development of the business.
  • Write and present “Value for Money” business cases.
  • Assist in the compilation and maintenance of ‘Standard Operating Procedures’ documentation.
  • Develop and implement robust financial and administrative procedures in conjunction with the Finance department.
  • Establish and maintain excellent working relationships with all external clients from the initial point of contact through the delivery of event and post-event correspondence and feedback.
  • Assist with the smooth running of the Catering and Events divisions.
  • Assist with diary management.
  • Manage the office accommodation and comply with all Health and Safety regulations.
  • Manage the stationary budget and orders.

Health & Safety, Food Hygiene and Maintenance

  • To report all maintenance, house-keeping and cleaning issues to the appropriate departments, both internal and external. All decisions of equipment repairs above the contract which require additional spend must be authorised by the Senior Management Team.
  • Report injuries or possible risks to health to the Senior Management Team.
  • Follow company security procedures including loss prevention measures. Be aware of and adhere to Health and Safety at Work, COSSH and other legislation at all times.

Communication within the business

  • Finance Department: Working with the Production Manager, Events Operations Manager, Head Chef and their respective teams, you will have continual involvement on a weekly, monthly and quarterly basis to communicate all trading, debtors, supplier contracts and invoices, stock controls, wastage and purchases.
  • Health & Safety and Estates Department: Constant communication is essential regarding all matters of health and safety, security and maintenance.
  • IS Department: To ensure the efficient operation of the epos systems and stock control software, you will liaise regularly regarding networks, data speed and integration with other systems.
  • Marketing and Communications: All promotional activity is to be approved by the Marketing department and the Senior Management Team in order to strengthen the brand.

Communication outside the business

  • Epos and Systems Provider: Constant dialogue with the providers to guarantee that agreed tasks are met to the expected standard and on time. Requesting any software development required to improve the business. Managing changes in software.
  • All Suppliers: Negotiate and maintain supplier agreements with the relevant managers and assist in the management of the associated on-going service level agreements.
  • External Clients: To provide a friendly and professional client face for the Events department and ensure excellent client relationships are maintained

If you believe you have the skills and necessary experience, please apply by clicking 'Apply Now' below.

Closing Date for applications is Friday 31 January 2020 at 12.00pm

We may remove this advert prior to the closing date if we have received a high volume of applications.

Please apply as soon as possible to avoid any disappointment

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