Job Description
Finance Manager WHO ARE WE? At Pollen + Grace we make food that helps you feel good. Food that’s packed full of fresh veg, pulses, hearty grains and absolutely nothing artificial. We’re on a mission to help people eat better, by making genuinely nutritious food easy, exciting, and enjoyable. Now nine years in, the brand that we started from our kitchen table has grown into one of the UK’s leading healthy, plant-based food brands. Our range of ready-to-eat meals have become the go-to for busy people who don’t want to compromise on taste or nutrition. We’re available nationwide in major retailers including Waitrose, Tesco, Sainsbury’s, Co-op, Ocado and we operate across grocery, travel, convenience, indies/speciality, and contract catering. As part of the Pollen + Grace team, expect a fast-paced, high-energy environment, driven by a commitment to making a real impact in the food industry. We believe in equal opportunities, and we celebrate diversity, having built a supportive and inclusive workplace where everyone is welcome, heard and appreciated. We are looking for candidates who are ready to roll their sleeves up, aren’t afraid to challenge the status quo and will not only fit right in, but also help us learn, push our own boundaries, and grow! To help support our expansion, we are looking for a Finance Manager to join the team and ensure we are on top of absolutely everything on our books! The role will report into the Co-Founder (KK) and the Head of Operations (RM) but will also work closely with the Finance Director. You’ll oversee all accounting Sales Cycle (from invoicing to a clean Accounts Receivable list). Ensure all sales invoices are processed and approved on Xero by our Operations team. Notify all sales invoices to our invoice finance provider HSBC UK IF Ltd on weekly basis. (Ensure customer balances are matching between Xero and HSBC UK IF Ltd – reconcile all payments on Xero in a timely manner. (Set up of new customers to receive sales invoices (Xero, EDI, HSBC), and set up and training on retailer finance portal (if applicable). (Credit control : # Ensure all sales invoices are received and processed by our customers in a timely manner – biweekly check of account balances and open items (RM) # Send out regular statements and chase late payments – in collaboration with our invoice finance providers HSBC UK IF Ltd (RM) # You’ll oversee all accounting for the Purchase Cycle (from invoice to payment) # Input all purchase invoices on Xero in a timeline manner (all weekly invoices must be approved on Xero by COP each Friday) (RM) # Ensure all invoices are allocated to correct cost centres/codes on Xero (RM) # Ensure Manufacturer waste invoices are processed correctly on Xero. (Manage weekly cashflow and payment plans + process all weekly and monthly payments – double authorisation – all payment plans and payments are to be reported to and authorised by KK You’ll run Payroll (and all related reports) (KK) # Run monthly Payroll for all employees # Process all PAYE/statutory return payments # File/upload pension submissions Reconcile invoice financing portal (HSBC UK IF Ltd) # Post journals re payroll, prepayments and other required adjustments or activity # General Ledger Accounts Receivable List Accounts Payable list Other supporting control accounts to ensure the balance sheet codes are all correct. PAYE (monthly) # R&D Tax Credits (annually – with FD support) # Annual Accounts (KK) # Financial Audit – lead on providing all required bookkeeping audit information with the support from KK, Ciaran and RM ~ This entails providing evidence and materials for all sales and purchase transaction testing, payroll testing, end year balances, etc. The must-haves in knowledge and experience to ensure you’ll excel in this role # Expert with Xero, being able to post, fix, amend, reconcile, export, share and confirm everything is present and correct # Double entry bookkeeping – so you are a whizz at ensuring all activity is correctly posted and any tricky adjustments are easily handled. # Trial Balance is a key document to review with the FD to close our books monthly # Accounts Receivable – you’re always on top of what actions need to be taken by you, CEO, FD or the customer to keep the list clean. # Ability to manage workflow both in office and remotely – the role is hugely flexible but needs self-discipline at the same time. # AAT or ACCA (part qualified) Very tidy Excel spreadsheets and workflows # Not shy of asking for help or sharing updates # Someone looking for a flexible working schedule – whilst we have some set reporting deadlines, there are timing flexibilities on when the above list is completed (aka the role does not require a rigid 9-5 schedule, so you’ll be the master of your time) ~25 hours per week to start (across a five-day week) and opportunity to increase as our business continues to grow. ~ Holidays: 25 days per year + bank holidays Nest workplace pension: Flexible / remote working policy: We have 2 office team days per week at our office in Nine Elms of which you’d be expected to join at least once every two weeks, but you are welcome to make a use of the office any day of the working week! Delicious weekly P+G meals allowance We share an office with other foodie business so there’s an opportunity to interact with other like-minded teams and share ideas. Regular work socials and activities to develop within a team environment and give you the best working experience.