Finance, Procurement & Admin Assistant

Ortolan Group; England; On-site; GBP 30,000; Full time

Job summary

A leading event services provider in Central London is seeking a Finance, Procurement & Admin Assistant for a 12-month maternity cover. This role is perfect for recent graduates looking to gain exposure across finance, procurement, and operations while assisting in customer queries and providing general support to the Finance Director. You'll work Monday to Friday, enjoying a structured office environment and developing key skills vital for your career progression.

Benefits

Stable full-time employment

Central London location with excellent transport links

Opportunity for skill development

Qualifications

• Recent graduate preferably with experience in finance or administration.
• Strong work ethic, consistent and committed to meeting deadlines.
• Confident with numbers and detail-orientated.

Responsibilities

• Support the Finance Director with customer queries and credit control.
• Process consumable sales and raise invoices.
• Maintain accurate financial documentation and assist with payroll.

Skills

Numerate and detail-oriented

Strong communication skills

Organised and efficient

Reliable and punctual

Flexible and proactive

Good working knowledge of Microsoft 365

Professional phone manner

Team player

Comfortable working under pressure

Education

Degree in Business Studies, Business Management

Tools

Microsoft Excel

Microsoft Outlook

SharePoint

Job description

Finance, Procurement & Admin Assistant

12-Month Maternity Cover

This role is ideal for a recent graduate looking to build experience across finance, operations, procurement, and business administration. You will gain broad exposure to multiple functions and develop hands‑on skills that create a strong foundation for future career progression.

Location: Halo Lighting Head Office – Angel, Islington, N1 9PD

Department: Finance and Administration

Reports to: Finance Director

Employment Type: Full-time, Office-Based, Fixed-Term (Maternity Cover)

Contract Length: Maternity cover until December 2026

Salary: £30,000 per year

Work pattern: Monday to Friday, 09:00-17:30

Start Date: Immediately

About Halo

Halo is one of the leading providers of event equipment and services in Central London. For over 30 years, we have secured a solid reputation for being at the forefront of the event industry - sharing our vast experience in all aspects of productions, design, and original solutions. We offer the best in design and technology, with a complete service where our clients receive guidance to make the right choices.

Role Overview

Halo are looking for a Finance, Procurement & Admin Assistant to support the company's activities and assist the Finance Director with customer queries, credit control, procurement, general admin and payroll.

Key Responsibilities

• Send timely reminder emails and payment links to customers, ensuring a professional and consistent approach to debt collection.
• Issue statements, credit notes and conduct credit checks to support accurate customer account management.
• Respond to customer accounting queries promptly and professionally, providing clear information and resolving discrepancies.
• Support the Finance Director with chasing late payments and monitoring overdue balances.
• Process consumable sales, raise invoices, update records and ensure correct allocation within the accounting system.
• Maintain accurate financial documentation and support month‑end housekeeping tasks where required.
• Take purchase requests from all departments (warehouse, production, sales, operations) and process orders and supplier payments.
• Ensure all purchased goods are received on time, in correct quantities and meeting required specifications, escalating issues when necessary.
• Coordinate dispatches, returns, replacements or warranty claims in liaison with suppliers.
• Enter purchase orders, invoices and delivery notes into the accounting software with high accuracy.
• Conduct regular stock checks and verify stock levels across internal systems, ensuring alignment between digital and physical inventory.
• Maintain up‑to‑date pricing and costing information on the Asset Register and booking system.
• File and organise supplier invoices and ensure compliance with internal finance procedures.
• Support supplier relationship management by maintaining clear communication, tracking lead times and monitoring quality or delivery issues.
• Handle incoming calls, enquiries and external communications, directing them to the appropriate teams.
• Provide general office administration support, including documentation, filing, data entry, scheduling and process updates.
• Support the Managing Director and Finance Director with ad‑hoc tasks, reporting and operational follow‑ups.
• Update systems, maintain accurate records and ensure internal information is kept organised and accessible.
• Assist with internal compliance tasks, such as maintaining policy documents, on‑boarding paperwork and system changes.
• Help to maintain a tidy, organised and efficient office environment.
• Update the staff attendance system daily, ensuring accuracy of start times, absences and overtime.
• Prepare timesheet downloads and documentation required for payroll processing.
• Flag inconsistencies or missing information for review by the Finance Director.
• Support the smooth monthly payroll cycle by ensuring all relevant data is complete, accurate and submitted on time.

Required Skills

• Numerate and detail‑oriented – confident working with numbers, checking calculations, and ensuring accuracy in invoices, stock data and financial entries.
• Literate with strong communication skills – able to write clear, concise and professional emails to customers, suppliers and colleagues.
• Organised and efficient – able to manage multiple tasks, prioritise effectively and maintain structure in a busy, time‑sensitive environment.
• Reliable and punctual – demonstrates a strong work ethic, consistency and commitment to meeting deadlines.
• Flexible and proactive – willing to help colleagues, take ownership of tasks, and support the wider team during busy operational periods.
• Good working knowledge of Microsoft 365 – particularly Excel, Outlook and SharePoint for day‑to‑day administration and data handling.
• Professional phone manner – confident dealing with incoming enquiries and accounting queries.
• Team player – able to work well with others across Finance, Procurement, Operations and Office functions.
• Comfortable working under pressure – maintains accuracy and calm during peak operational moments (e.g., month‑end, stock checks, client deadlines).
• Ideally educated to degree level in Business Studies, Business Management or a similar discipline, or with experience in a finance / administration environment.

What We Offer

• A stable full‑time, fixed‑term role (maternity cover until December 2026).
• Clear office‑based working pattern – Monday to Friday, 09:00-17:30 in our central London location.
• Scope for development within finance, procurement, office administration and operations.
• Day‑to‑day collaboration with the Finance Director and Managing Director, offering exposure to senior decision‑making and commercial operations.
• Varied experience across finance, procurement and administration, giving a broad understanding of how a production / events business functions.
• Opportunity to work within a friendly, supportive and collaborative team environment.
• A role well suited to a graduate who wants to build practical skills and gain experience across finance, operations and administration.
• Central London location (Angel, Islington) with excellent transport links.

How to apply

Email your CV and a short description of why you think you are a perfect fit to our Hiring Manager at [e-mail].

By applying for this role, your details will be sent to Ortolan People, who are acting as consultants for the hiring company. Ortolan People are engaged to provide recruitment support in processing applications. We will endeavour to respond to all applicants within three working days. Occasionally for roles with a very high volume of applicants, this may not be possible.