Area Manager

Stolt; Greater London; On-site; GBP 30,000 - 36,000; Full time

Job summary

Stolt Services is seeking an organised administrator to manage Accounts Payable and Receivable, enhance credit control, and support financial reporting for FM and Cleaning contracts. The role also covers scheduling of cleaners and engineers, onboarding, and client management across multiple sites.

You will liaise with the central finance team, maintain CRM records, and help ensure timely invoicing and payroll support. A proactive, detail‑oriented candidate will thrive in our close-knit team.

Qualifications

• Experience in an administrative role within cleaning/FM is preferred.
• Experience managing AP/AR or working with a finance function.
• Experience scheduling/coordinating a mobile workforce (cleaners/engineers).
• Experience in client-facing account management or customer service.

Responsibilities

• Manage AP/AR functions including supplier invoices, purchase orders and expense claims.
• Liaise with central finance to produce monthly flash P&L.
• Undertake credit control and chase overdue payments.
• Reconcile invoiced work with timesheets for accurate billing.
• Support budgets, cost tracking and financial reporting for FM/Cleaning contracts.
• Manage diaries and rotas for cleaners and engineers.
• Coordinate staff holidays and absence to ensure service delivery.
• Collate timesheets for payroll and subcontractor payments.
• Assist onboarding of new staff and document right‑to‑work checks.
• Provide in-hours management of FM and Cleaning client inquiries and SLA adherence.
• Maintain client records in CRM and monitor KPI performance.
• Prepare client review packs and management reports, assist with tenders.

Skills

Software literacy

Phone & interpersonal skills

Organisation

Clear communication

Numeracy & attention to detail

Calm under pressure

Team player

Education

GCSE Maths & English (C/4)

Business admin / bookkeeping qualification desirable

BICSc or IWFM membership desirable

Tools

Smart Task

Asana

Xero

Google Drive

Gmail

Gemini

Claude

Job description

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.

Compensation: Competitive salary