Accounts & Office Coordinator

About the role

We are looking for an organised, proactive and detail-focused Office & Accounts Coordinator to keep our office, order administration and day-to-day accounting processes running smoothly. Working closely with production, retail, customers, suppliers and the management team, you will provide reliable operational support and maintain accurate financial records.

Key responsibilities

Office and operations

Act as a professional first point of contact for customers, suppliers and visitors, and manage the central inbox and telephone enquiries.

Maintain an organised office environment, coordinating supplies, equipment, facilities, contractors, meetings and internal communications.

Prepare and distribute daily production sheets; check customer orders and communicate amendments, deadlines and cut-off times across teams.

Coordinate deliveries and transport bookings, responding to urgent requests with practical, timely solutions.

Customer, sales and order administration

Prepare quotations, process wholesale and retail orders, confirm order details and maintain accurate customer records.

Follow up quotations and customer enquiries, build positive relationships and support a high standard of service.

Coordinate seasonal product launches, including pricing updates, catalogues, customer information, tastings and online ordering platforms.

Accounts and bookkeeping

Raise sales invoices and credit notes in Xero, send customer statements, allocate receipts and follow up overdue accounts.

Investigate unidentified or unmatched customer payments and obtain remittance advice where required.

Process supplier bills and supporting documents in Dext, checking for missing or duplicate invoices and credit notes.

Reconcile supplier accounts and monthly statements, resolve discrepancies and prepare an outstanding-payments report for Financial Director approval.

Reconcile incoming and outgoing transactions in Xero daily, ensuring each item is matched to the correct invoice, bill or supporting record.

Maintain and reconcile the cash ledger, investigating and resolving any discrepancies.

Assist with monthly payroll and annual leave records, ensuring complete information is provided to the accountants on time.

Maintain accurate, accessible digital and hard-copy financial records and support VAT preparation, cash-flow monitoring and management reporting as required.

Product, compliance and business support

Maintain allergen, ingredient, nutritional, product specification and traceability records in line with food-safety requirements.

Keep product catalogues, price lists, production information, websites and ordering platforms accurate and up to date.

Produce sales, waste and performance information to support management decisions and identify opportunities to improve administrative processes.

Provide general administrative support to the Directors and wider management team, undertaking other reasonable duties appropriate to the role.

What we are looking for

Previous experience in office coordination, administration or a similar operational role, with hands-on accounts/bookkeeping responsibilities.

Good working knowledge of Xero and Dext, with confidence using Microsoft Excel and other office systems.

Strong organisation, communication and customer-service skills, with excellent attention to detail.

A reliable, approachable and proactive manner, with the ability to prioritise and work accurately in a fast-paced environment.

Experience in food production, hospitality, wholesale or retail is desirable but not essential.

Working arrangement

This is a fully office-based role, working closely with our production, retail and management teams and using systems and processes available on site.

Pay: £25,420.00-£36,420.00 per year

Benefits:

• Company events
• Discounted or free food
• Employee discount

Work Location: In person