Finance & Operations Coordinator

Role Summary
The Finance & Operations Coordinator is a key member of the ESS Finance Function, reporting to the Financial Controller. The finance function provides financial support, control, and business partnering services across all legal entities and support functions within the ESS Group.
This is a finance-led role (approx. 60%) combined with operational and business support responsibilities (approx. 40%). While the primary focus of the role will be to support Predictive Maintenance Ltd, the position forms part of the wider ESS Finance Function and may be required to support other group entities, business units, and finance-related activities as business needs require.
The role is responsible for:

• Financial reporting and cost control
• Customer invoicing and cash collection
• Engineer planning and coordination
• Customer communication and service support
• Supporting wider finance and operational activities across the ESS Group as required

The role is central to ensuring accurate financial control, revenue capture, efficient service delivery, and strong operational organisation.
Key Responsibilities
1. Financial Control & Reporting
Support monthly management accounts and reporting deadlines. Maintain VAT returns, bank reconciliations, and financial records. Support revenue tracking, margin control, and cost visibility. Drive accuracy and continuous improvement in financial processes. Provide financial support across other ESS Group entities and functions as required.
2. Accounts & Cash Flow Management
Process supplier invoices and allocate costs to projects. Manage customer receipts and reconciliations. Maintain aged debtors and actively follow up on outstanding balances. Support supplier payments and cash flow management. Assist with broader finance administration and transactional activities across the Group when required.
3. Invoicing & Revenue Capture
Prepare and issue accurate invoices aligned to completed work and contract terms. Track customer purchase orders and ensure validation prior to billing. Link engineer time, project activity, and invoicing. Resolve invoicing queries promptly to protect cash flow. Support invoicing and revenue processes across multiple entities where required.
4. Operations Coordination & Planning
Support scheduling and coordination of engineers across client work. Track timesheets and ensure alignment with projects and billing. Assist in balancing workload, utilisation, and service delivery needs. Collaborate with operations teams to support efficient planning and execution.
5. Customer Coordination & Reporting
Coordinate site visits and communicate schedules with customers. Ensure timely completion and issuance of engineering reports. Maintain consistent reporting standards and documentation. Support customer queries and service follow-up activities.
6. Logistics, Expenses & Business Support
Arrange travel and accommodation for engineers and operational personnel. Manage expenses in line with company policies. Coordinate training courses and maintain records. Support payroll inputs, purchase orders, management of external calibration and operational tracking.
Undertake any other operational finance duties as reasonably required and directed by management.
Candidate Profile
A commercially aware and highly organised coordinator with strong financial and operational skills.

• Experience – 3–5 years in finance, operations, or a combined role
• Systems – Experience with QuickBooks or similar
• Excel – Strong working knowledge
• Organisation – Able to manage multiple priorities and meet deadlines
• Strong communication and stakeholder management skills
• Accounting or Business discipline or equivalent relevant experience

Professional Behaviours

• Proactive and dependable
• Strong attention to detail
• Structured and organised
• Practical and solution-focused
• Collaborative and team-oriented
• Flexible and adaptable to changing business requirements
• Comfortable working across both finance and operational environments