Finance and Office Manager

Company description

Rationale is a lively, dynamic and intelligent strategic brand and communications agency. Our 18-strong team works with ambitious – mainly B2B – clients in the UK, Europe and USA, to define their ‘reason for being’ in insight-driven visual and narrative brands, then we bring this to life in compelling content campaigns for internal and external audiences.

Purpose is fundamental to our agency culture as a certified BCorp which is ‘Best in the World’ for Governance. We have an emphasis on training and development, team empowerment and creative expression. We work with people who live our principles and who share our desire to put something positive out into the world.

Every agency says they are doing things differently. So we won’t say that. But we are absolutely driven to make a difference.

Rationale’s Principles

We’re in it for the long-term

We’re focused on the sustainable, strategic growth of Rationale and the related development of our people. Thinking long-term is fundamental to the ongoing stability of our business and is what allows us to make the most impact for our team, for our clients, and for the wider world.

This approach underpins everything we do in terms of our decision-making – and it also applies to how we cultivate lasting, supportive relationships with clients, partner organisations, and suppliers.

We’re building something strong at Rationale – something that will endure, and something of which we can all be proud.

We find a way

Rationale is made up of a talented  and unique  team of tenacious problem-solvers who are curious about uncovering what’s possible.

No matter how complicated the ask, we will do our best to find a way to make it happen.

We deliver on our promises at Rationale by being considerate and proactive, not only in how we approach our work, but in how we treat and respect each other’s needs at work.

We have high standards

Rationale’s success comes from having a happy and fulfilled team of people who are trusted and empowered to do their jobs well.

In doing this, we hold ourselves and each other accountable to the highest standards of quality, relevance and creativity in every single piece of work that leaves the agency.

Keeping this aim front-of-mind results in a value exchange – our people drive the success of our business and this feeds back into each individual’s personal and professional growth.

We have fun

Work is where we spend most of our time, so why shouldn’t it be fun? While we take our work very seriously, we don’t take ourselves too seriously.

We will always take time to lighten the load, to keep perspective, and to make each other – and our clients – feel relaxed, secure in expressing themselves and able to have a laugh.

Role description

JOB PURPOSE

We are looking to appoint a part-time Finance and Office Manager, which will involve financial management: including bookkeeping, cash-flow forecasting, and financial reporting, while also driving operational efficiency across the business.

You will work closely with our non-executive Finance Director, Mark Probert, and Co-MDs, Rowan Morrison and Svein Clouston – reporting directly to Svein. The Finance and Office Manager will play a proactive and key role in supporting the agency’s ambitions, ensuring that our finance and operational processes and systems are fit for purpose, cost-efficient, and aligned with the business’s goals.

This is a part-time position with the flexibility to work some of your time from home, and we’re looking for someone with a hands-on approach, a strong financial background, and an eye to detail. You’ll be joining a fun and motivated team who are ambitious and excited about the opportunities ahead of them!

We’re open to people with diverse backgrounds and varied qualifications and experience – so if you think you’ve something to offer, please do get in touch.

KEY RESPONSIBILITIES

Finance

• Maintaining Xero accounting package, including processing all entries
  
• Monthly bank reconciliations
  
• Preparation of month end journals, to include accounting for income recognition
• Maintenance of our cash flow forecasting system (Float)
• Invoice quality checking and preparation for dispatch
• Payment of suppliers
• Preparing monthly reconciliations of balance sheet & nominal accounts
• Manage and process staff expenses, petty cash and credit cards
• Cost centre accounting with Xero to enable project profitability review on a monthly basis
• Monthly management accounts preparation
• Reporting on monthly KPIs for monthly board meetings
• Preparation of quarterly VAT returns
• Yearly budget preparation with quarterly reforecasting
• Helping prepare year end financial statements
• Autonomy to implement systems improvements
• Review of monthly payroll and liaison with company accountants on payroll compliance
• Regular engagement with company bankers, lawyers and accountants
• Liaison with accountants to improve financial processes and ensure compliance
• Continual assessment of suppliers and sourcing alternatives as needed
• Ensuring adequate business insurances in place and constantly reviewed
• Maintaining fit for purpose terms and conditions for our contracts with customers and suppliers
• Ad Hoc requests of a finance nature from the Co-MDs and non-exec FD

Operations/Office

• Support the Co-MDs with process improvement and efficiency including including implementing new tools that streamline workflows and enhance team productivity.
• Oversee the management of the agency’s physical and digital work environments, including maintaining an efficient office setup for those working onsite, and supporting remote teams with appropriate tools and resources. This also involves managing the relationship with our IT supplier.
• Proactively identifying and managing improvements to the office environment – including assessing levels of and ordering equipment, stationery, toiletries, sundries, and more; including liaising with suppliers and vendors such as handymen, electricians, etc to keep the office running smoothly day-to-day. You will also be the first point-of-contact for our team for questions about things needing to be done in our office environment.
• Support Co-MDS with ensuring health and safety policies (including fire safety) are up to date and followed, both for in-office and remote work setups.

Personal qualities and professional skills

• Minimum two years hands-on experience working within a finance department
• Some form of accounting qualification OR be able to evidence that you are qualified by experience
• Robust working knowledge of Xero (essential)
• Experience of monthly accounting processes and routines
• An enthusiastic and positive attitude – you’ll be a team player
• Experience of meeting deadlines and working under pressure
• The ability to work under your own initiative
• Experience of working within an agency environment (desirable, but not a dealbreaker)
• Excellent communication and interpersonal skills

Other information

We also offer a competitive bonus package, linked to revenue and performance, Group Life Insurance, Cycle to Work and a generous pension contribution.

We are passionate about our team and committed to learning, development, training and helping people to reach their full potential. We work collaboratively, with kindness and patience, and are careful that the clients we partner with share this approach and our principles.