Job Purpose
As a Business Administrator/Project Coordinator at Tailored Spirits Co., you will be responsible for ensuring the smooth and efficient operation of business processes and project execution. Your role will involve managing administrative functions, supporting company-wide finance administration, coordinating projects with our creative team, and liaising with clients, suppliers, and internal teams.
In addition to client project coordination, you will help drive Tailored Spirits Co.’s internal operations and financial administration, contributing to the ongoing development, accountability, and efficiency of company processes. This is an opportunity to play a key role in a growing company where operational excellence, financial diligence, and creative collaboration are equally valued.
Key Responsibilities
Administration & Business Operations
* Manage daily administrative tasks, including scheduling meetings, handling correspondence, and maintaining organised records.
* Develop and maintain operational documentation, including project plans, process workflows, and internal manuals.
* Serve as a point of contact for suppliers and service providers, ensuring timely communication and delivery of projects.
Financial Support
* Assist with the preparation of client invoices, supplier payments, and expense claims.
* Maintain and reconcile basic financial records, tracking accounts payable and receivable across all company projects.
* Support budgeting processes, including tracking actuals vs. budgets and helping prepare financial reports for leadership review.
* Coordinate with the company accountant and Commercial Director to provide necessary documentation and support quarterly and annual reporting activities.
* Monitor project costs and assist in identifying variances to ensure financial accountability at both project and company levels.
* Assist in implementing and maintaining finance management systems (Xero) and tools.
Project Coordination
* Coordinate client projects, managing timelines, deliverables, and communication between internal teams and external suppliers/service providers.
* Assist in the creation of project proposals, budgets, and schedules, and monitor project progress to ensure milestones are met.
* Organise and facilitate project meetings, prepare meeting notes, and track follow-up actions.
* Maintain project management tools (Clickup) and systems to ensure up-to-date and accessible project documentation.
Client & team Support
* Provide administrative, financial, and organisational support to Commercial Director and project teams.
* Work directly with clients to gather information, coordinate feedback, and ensure excellent client service throughout the project lifecycle.
* Help ensure clear communication between departments, promoting collaboration and accountability.
Process Improvement & Growth
* Identify opportunities to improve business and financial administration processes and suggest operational efficiencies.
* Participate in strategic planning discussions and contribute ideas for continuous improvement initiatives.
* Assist with onboarding and training of new staff members, ensuring consistent internal practices.
Skills & Competencies
* Strong organisational, administrative, and financial coordination skills with exceptional attention to detail.
* Ability to manage multiple projects and financial tasks simultaneously and prioritise effectively.
* Excellent communication skills, both verbal and written, with a professional and friendly attitude.
* Proactive, resourceful, and solution-oriented approach to problem-solving.
* Experience with project management software (Clickup) and finance software (Xero) is an asset.
* Solid working knowledge of Microsoft Excel, Adobe suite, Google Sheets, and financial tracking tools.
* Comfortable working independently and collaboratively in a fast-paced, dynamic environment.
Equipment & Software
* Tailored Spirits Co. will provide a high-performance laptop and access to necessary project management, financial, and communication tools.
* Training will be provided for any specialised systems or software unique to Tailored Spirits Co.
* Any additional software, tools, or subscriptions required for specific roles will be reviewed on a case-by-case basis.
External Projects & Confidentiality
* While employed at Tailored Spirits Co., any external work or consulting must be disclosed and approved to avoid conflicts of interest.
* All company information, financial data, and project details are considered confidential.
Learning & Development
* Tailored Spirits Co. encourages continuous professional growth and supports relevant training, certification, and relevant development courses.
* Attendance at industry events, workshops, and business and finance conferences may be supported where beneficial.
* Opportunities for career progression into senior administrative, operations management, or financial coordination roles will be available for high-performing individuals.
Salary
Annual salary of £28k-£32k, negotiable based on skills and experience