Finance & Operations Coordinator
Based: East Grinstead / Hybrid
Open to full time or 75%-80% role (4 days per week)
About Ovyo:
Ovyo is a B2B services company providing flexible Engineering team & talent services to the streaming (video/media), satellite and comms industries. Founded in 2019 by industry specialists with the idea of providing professional services in a more helpful way. In 2024, we merged with The Loop co., a Portuguese software services company, so we now boast over 250 Engineers across the different locations.
Our UK HQ is in East Grinstead, West Sussex so you are welcome to be office-based full-time or hybrid – minimum 1 day a week onsite in East Grinstead.
We are seeking a Finance & Operations Coordinator to join our established team, making a difference to our customers and embodying our values.
Responsibilities:
* Manage third-party finance tasks, including invoicing via Xero and partner/subcontractor payments, ensuring timely month-end invoicing and invoice payments, while coordinating with stakeholders to chase third-party invoices.
* Support business operations by maintaining and creating Excel files for monthly tracking, using formulas to extract required information.
* Facilitate onboarding and delivery coordination, ensuring delivery personnel are set up and tracking onboarding activities with stakeholders.
* Oversee timesheet and utilization management, including chasing timesheet data from Delivery, Software teams, and partners, maintaining reports, ensuring accurate invoicing, and contributing to monthly/quarterly business reporting.
* Collaborate with Operations and Customer Success to manage customer- and partner-facing SOWs, POs, and timesheets, ensuring alignment.
* Own IT tracking for cybersecurity compliance, liaising across the business (training provided).
* Coordinate ad hoc operations tasks, such as liaising with insurance brokers for renewals, as needed.
The type of person we’re looking for thrives on:
* Seeing your contributions have a direct impact on the growth of a young, dynamic business.
* A fast-paced environment where attention to detail is critical to getting things right.
* Ensuring process adherence, accurate documentation and talking to people to unblock any problems.
* Thinking on your feet and learning new things quickly.
* Taking responsibility for a key pillar of the business; you have a strong sense of ownership, accountability, tenacity, and drive.
* Delivering high quality service to clients and obsessing over the finer details.
* Uncapped growth potential – new countries, service lines and offices are all in the pipeline for Ovyo, so the opportunities for personal growth, trying new roles, developing new skills, and taking on new challenges are endless.
Requirements:
* 3+ years’ experience creating and sending invoices and payments, and other Finance functions.
* Experienced Xero user and experience with hands-on management of business bank functions such as payments.
* Very good Excel skills & experience coordinating timesheet processes
* Ideally a background in professional services, staffing/recruitment or PMO functions, understanding different types of service contracts such as time & materials / fixed price etc.
* Demonstrated excellence in attention to detail, communication and documentation, including the ability to adapt comms for different teams / people, and the ability to present data in a clear manner both internally and externally.
* Demonstrated ability to solve issues and balance the needs of the business with maintaining excellent customer relationships.
* Self-starter who can take ongoing responsibility for work without the need for micro-management.
Bonus experience:
* Contracts admin experience within a professional services or staffing/recruitment function or business.
* Good IT skills to assist people with common repeated troubleshooting tasks.
* Experience working in a multi-national business (ideally EU)