Finance & Accounts

• Manage the Accounts Payable (AP) and Accounts Receivable (AR) functions for Stolt Services, including raising and processing supplier invoices, purchase orders and expense claims.

• Liaise closely with the central finance team to ensure the accurate and prompt production of the monthly flash P&L.

• Undertake credit control activity, including chasing overdue client payments and resolving billing queries.

• Reconcile invoiced work against completed jobs and timesheets to ensure accurate client billing.

• Support the preparation of budgets, cost tracking and financial reporting for the FM and Cleaning contracts.

Workforce Scheduling & Diary Management

• Manage the diaries of cleaners, facilities engineers and managers to ensure smooth workflow and effective time management against invoiced work.

• Coordinate staff rotas, holiday and absence cover to maintain continuous service delivery across all client sites.

• Collate and validate staff timesheets and hours worked to support payroll and subcontractor payment processing.

• Support onboarding of new cleaning and engineering staff, including right-to-work checks, DBS checks and issue of uniform/ID.

Client & Account Management

• Provide in-hours management of all FM and Cleaning clients, ensuring all enquiries are answered within strict, agreed time constraints.

• Ensure cleaners, engineers and managers are promptly informed and deployed in response to client requests and reactive works.

• Act as first point of escalation for client complaints, resolving issues efficiently and escalating to the Director where required.

• Maintain accurate client records within the CRM, and monitor SLA/KPI performance for each contract.

• Support the preparation of client review packs, management information reports and, where required, tenders and quotations for new business.

Systems, Compliance & General Administration

• Manage and develop the in-house software systems, currently encompassing Smart Task, Asana, Xero, Google Drive, Gmail, Gemini, Claude and other business tools.

• Identify opportunities to adapt and improve software set-up to increase efficiency across the department.

• Maintain compliance documentation including COSHH records, risk assessments, method statements and incident/accident reporting in line with cleaning and FM industry regulations.

• Coordinate ordering of cleaning consumables, PPE and equipment to ensure sites are adequately stocked.

• Help schedule and coordinate site audits and quality checks across client locations.

• Provide general office administration, including filing, correspondence and minute-taking as required.

PERSON SPECIFICATION

Experience

• Experience within the cleaning and/or facilities management industry in an administrative role is preferred.

• Demonstrable experience managing accounts payable/receivable or working closely with a finance function.

• Experience scheduling or coordinating a mobile workforce (e.g. cleaners, engineers, technicians) is highly desirable.

• Experience in a client-facing account management or customer service role.

Skills & Attributes

• Strong software knowledge, with the confidence to set up, adapt and troubleshoot new systems (essential).

• Excellent phone manner and interpersonal skills, with the ability to build rapport with clients and staff at all levels (essential).

• Highly organised, with the ability to manage multiple diaries, priorities and deadlines simultaneously.

• Confident, clear communicator, both written and verbal.

• Strong numeracy and attention to detail, particularly in relation to invoicing and financial reconciliation.

• Calm and resourceful under pressure, with a proactive approach to problem-solving.

• A flexible, hands-on team player comfortable working within a small, close-knit office environment.

Qualifications

• GCSE (or equivalent) in Maths and English, minimum grade C/4.

• A relevant business administration, bookkeeping or accounts qualification is desirable but not essential.

• BICSc or IWFM membership/qualifications are an advantage but not required.

Finance & Accounts

• Manage the Accounts Payable (AP) and Accounts Receivable (AR) functions for Stolt Services, including raising and processing supplier invoices, purchase orders and expense claims.

• Liaise closely with the central finance team to ensure the accurate and prompt production of the monthly flash P&L.

• Undertake credit control activity, including chasing overdue client payments and resolving billing queries.

• Reconcile invoiced work against completed jobs and timesheets to ensure accurate client billing.

• Support the preparation of budgets, cost tracking and financial reporting for the FM and Cleaning contracts.

Workforce Scheduling & Diary Management

• Manage the diaries of cleaners, facilities engineers and managers to ensure smooth workflow and effective time management against invoiced work.

• Coordinate staff rotas, holiday and absence cover to maintain continuous service delivery across all client sites.

• Collate and validate staff timesheets and hours worked to support payroll and subcontractor payment processing.

• Support onboarding of new cleaning and engineering staff, including right-to-work checks, DBS checks and issue of uniform/ID.

Client & Account Management

• Provide in-hours management of all FM and Cleaning clients, ensuring all enquiries are answered within strict, agreed time constraints.

• Ensure cleaners, engineers and managers are promptly informed and deployed in response to client requests and reactive works.

• Act as first point of escalation for client complaints, resolving issues efficiently and escalating to the Director where required.

• Maintain accurate client records within the CRM, and monitor SLA/KPI performance for each contract.

• Support the preparation of client review packs, management information reports and, where required, tenders and quotations for new business.

Systems, Compliance & General Administration

• Manage and develop the in-house software systems, currently encompassing Smart Task, Asana, Xero, Google Drive, Gmail, Gemini, Claude and other business tools.

• Identify opportunities to adapt and improve software set-up to increase efficiency across the department.

• Maintain compliance documentation including COSHH records, risk assessments, method statements and incident/accident reporting in line with cleaning and FM industry regulations.

• Coordinate ordering of cleaning consumables, PPE and equipment to ensure sites are adequately stocked.

• Help schedule and coordinate site audits and quality checks across client locations.

• Provide general office administration, including filing, correspondence and minute-taking as required.

PERSON SPECIFICATION

Experience

• Experience within the cleaning and/or facilities management industry in an administrative role is preferred.

• Demonstrable experience managing accounts payable/receivable or working closely with a finance function.

• Experience scheduling or coordinating a mobile workforce (e.g. cleaners, engineers, technicians) is highly desirable.

• Experience in a client-facing account management or customer service role.

Skills & Attributes

• Strong software knowledge, with the confidence to set up, adapt and troubleshoot new systems (essential).

• Excellent phone manner and interpersonal skills, with the ability to build rapport with clients and staff at all levels (essential).

• Highly organised, with the ability to manage multiple diaries, priorities and deadlines simultaneously.

• Confident, clear communicator, both written and verbal.

• Strong numeracy and attention to detail, particularly in relation to invoicing and financial reconciliation.

• Calm and resourceful under pressure, with a proactive approach to problem-solving.

• A flexible, hands-on team player comfortable working within a small, close-knit office environment.

Qualifications

• GCSE (or equivalent) in Maths and English, minimum grade C/4.

• A relevant business administration, bookkeeping or accounts qualification is desirable but not essential.

• BICSc or IWFM membership/qualifications are an advantage but not required.