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The Administrative Coordinator will collaborate closely with the Live Production sales team to ensure a seamless invoicing process between the quoting software 'R2' and the finance package 'D365'. This role involves coordination with the sales team to verify revenue recognition, manage invoice batches, and liaise with the global finance team to resolve revenue issues and reporting discrepancies. It also requires direct engagement with customers to address invoicing concerns. Reporting to the Live Production division, this role acts as a vital link between sales and finance to ensure smooth operations.
Why Solotech?
To advance your career! As a global leader in live productions, systems integration, and virtual technology, our team comprises over 2,000 passionate individuals. Our ambition? To deliver spectacular experiences worldwide.
Main Responsibilities:
1. Maintain and oversee the invoicing process between R2 and D365, ensuring accuracy and efficiency.
2. Assist the Sales team with customer creation by gathering necessary paperwork and inputting data.
3. Collaborate with the sales team to verify revenue recognition and ensure accurate reporting.
4. Process and manage invoice batches across platforms.
5. Act as a liaison between the Live Production and global finance teams to resolve revenue recognition issues.
6. Engage with customers to address invoicing issues promptly.
7. Ensure compliance with financial procedures and policies.
8. Support the sales team with financial tracking and reporting, including pulling weekly Power BI reports and compiling reports for the Sales Director.
9. For certain events/tours, facilitate contract drafting and signing between legal and sales teams.
10. Assist with event creation and case setup as needed.
11. Create and maintain billing schedules for qualifying tours.
12. Reconcile billings with revenue to ensure alignment.
13. Provide replacement manifests and ensure Certificates of Insurance are in place before events.
14. Prepare bids for non-R2 quotes by reviewing project requirements and tenders using Excel templates.
15. Coordinate with technical coordinators to confirm equipment availability.
16. Manage priorities and workload effectively.
17. Perform other reasonable ad-hoc tasks as assigned.
Essential Skills / Experience:
1. Proficiency in Office 365, especially Excel.
2. Familiarity with financial software like R2 and D365 or similar.
3. Strong attention to detail and organizational skills.
4. Problem-solving skills and ability to work under pressure.
5. Self-motivated with the ability to work independently and in a team.
6. Excellent communication skills for liaising between sales, finance, and customers.
Education and Experience:
* GCSE level education or equivalent; industry-related degree or qualifications like AAT Level 2, CIMA are desirable.
* At least 2 years in a similar administrative, invoicing, or financial coordination role.
Essential Requirements:
* Full, clean UK driving license.
* Right to Work and Remain in the UK.
* Ability to travel within the UK, including overnight stays.
What We Offer:
* Competitive Medical Cash Plan
* 25 days holiday plus bank holidays
* Employee Assistance Program
* Training and career growth opportunities
* Pension with employer contributions
* Cycle to Work Scheme
* Income Protection
* And more...
We encourage applications from all backgrounds, even if you don’t meet every requirement. We value diverse experiences and perspectives. We look forward to your application!
Learn more at: www.solotech.com
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