PART TIME
Salary: £30,000 – £34,000 FTE (pro rata approx. £16,000 – £18,100 based on 20 hours per week)
About Starbots Creative
Starbots Creative is an independent creative marketing agency helping ambitious businesses grow through brand, design, digital and marketing services. We've been creating work we're proud of since 2010, combining creativity with commercial thinking.
As we continue to grow, we're looking for someone to bring structure, clarity and professionalism to our internal commercial and operational processes.
Role summary
We're looking for a highly organised, commercially aware Finance & Commercial Operations Coordinator to run our day-to-day quoting, invoicing and internal finance processes, while producing accurate reporting from Scoro that supports decision-making and growth.
This is a hands-on internal role working closely with leadership and the creative team. Some enquiries and quote requests will come directly to you, so you'll need to be confident coordinating information across the team and keeping things moving.
You will own day-to-day finance administration and month-end preparation internally, working with our external accountant who provides oversight, review and end-of-month guidance. You will help turn operational data into clear information that supports decision-making and prepares the business for future growth.
This role is internal-facing and operational. It is not client account management or project leadership.
Responsibilities
1) Quoting & Pipeline Management
* Own the quote process end-to-end using Scoro: build, issue and log quotes accurately
* Work closely with leadership and creative to gather scope, timings, resourcing and costs to produce well-structured quotes
* Handle inbound enquiries that come directly to you and coordinate internal input to progress them efficiently
* Maintain an accurate quote pipeline in Scoro and (status, value, probability, next actions)
* Track quote outcomes (won/lost) and support continual improvement of how we price and present quotes
2) Invoicing, Credit Control & Cashflow
* Raise invoices in Xero and/or Scoro in line with project milestones/retainership schedules
* Ensure purchase orders, milestones and internal approvals are in place before invoicing where needed
* Maintain accurate records of invoice status and follow up overdue payments professionally
* Support leadership with visibility on expected cash-in and upcoming invoices
3) Internal Bookkeeping & Month-End
* Maintain day-to-day bookkeeping accuracy: sales, purchases, receipts, bank feeds and accurate transaction categorisation.
* Process and manage supplier bills/expenses using Dext (or equivalent workflow)
* Complete bank and key account reconciliations and ensure finance data is up to date throughout the month
* Prepare and complete month-end close tasks internally (e.g., reconciliations, accruals/prepayments where relevant, tidy ledgers)
* Liaise with the external accountant for end-of-month checks/review and respond to queries
(Payroll is outsourced and is not part of this role.)
4) Commercial Reporting & Business Insight
* Produce monthly reporting from Scoro/Xero (with clear deadlines) including:
o time tracking compliance
o utilisation and capacity reporting
o retainer hours tracking vs allowance
o project time/cost performance (where Scoro data allows)
o basic budget vs actuals / variances
* Improve reporting efficiency over time: propose practical ways to automate, simplify or make reports more decision-useful
* Provide fact-based insights to leadership (what's happening, what's changed, what needs attention)
5) Systems & Operations Support
* Maintain data quality in Scoro (projects, statuses, time tracking structures) and (pipeline/ops boards)
* Support office operations: suppliers, print coordination, stock/consumables, general studio admin
* Help document and improve internal processes so the function scales as the agency grows
Skills and Experience
* Finance or bookkeeping qualifications (e.g. AAT, ICB or equivalent) are desirable but not essential; relevant hands-on experience will be valued equally.
* Experience in a finance administration, bookkeeping or operations role within an SME (agency experience is a bonus).
* Confident user of Xero and strong Excel skills, including working with reports and pivot tables.
* Experience with Scoro, Dext and (or similar systems) and willingness to learn quickly.
* Strong attention to detail and pride in accuracy, particularly around quoting and invoicing.
* Comfortable working across teams to gather information and keep work moving.
* Commercially minded, with the ability to spot patterns, suggest improvements, and communicate clearly.
We're looking for someone
· Professional and discreet with confidential information
· Proactive, organised and dependable
· Calm under pressure and good at prioritising
· Collaborative with creative and leadership teams
· Practical and improvement-oriented (facts, clarity, better systems)
Benefits
· Flexible working environment (school-hours friendly)
· 30 days holiday including bank holidays (pro rata)
· Company pension scheme
· Casual dress
· Team events and lunch & learns
· Free drinks and snacks
· Supportive, creative working environment
Growth & Development
This role has scope to evolve over time as the business grows, offering opportunities to shape internal processes and take greater ownership of commercial operations.
Schedule:
* Monday to Friday
* Hybrid working pattern (typically 4:1 in-house / work-from-home)
Apply with a covering letter and an up-to-date CV to -
Job Type: Part-time
Pay: £30,000.00-£34,000.00 per year
Expected hours: 20 per week
Benefits:
* Bereavement leave
* Casual dress
* Company pension
* Flexitime
* Free flu jabs
* Free parking
* On-site parking
Work Location: In person