Job DescriptionFinance Manager

WHO ARE WE?

At Pollen + Grace we make food that helps you feel good. Food that’s packed full of fresh veg, pulses, hearty grains and absolutely nothing artificial.

We’re on a mission to help people eat better, by making genuinely nutritious food easy, exciting, and enjoyable. Now nine years in, the brand that we started from our kitchen table has grown into one of the UK’s leading healthy, plant-based food brands.

Our range of ready-to-eat meals have become the go-to for busy people who don’t want to compromise on taste or nutrition. We’re available nationwide in major retailers including Waitrose, Tesco, Sainsbury’s, Co-op, Ocado and we operate across grocery, travel, convenience, indies/speciality, and contract catering.

As part of the Pollen + Grace team, expect a fast-paced, high-energy environment, driven by a commitment to making a real impact in the food industry. We believe in equal opportunities, and we celebrate diversity, having built a supportive and inclusive workplace where everyone is welcome, heard and appreciated. We are looking for candidates who are ready to roll their sleeves up, aren’t afraid to challenge the status quo and will not only fit right in, but also help us learn, push our own boundaries, and grow!

THE ROLE

To help support our expansion, we are looking for a Finance Manager to join the team and ensure we are on top of absolutely everything on our books!

The role will report into the Co-Founder (KK) and the Head of Operations (RM) but will also work closely with the Finance Director. Tasks are outlined below with initials of person you will report into against each task.

KEY TASKS

i. You’ll oversee all accounting Sales Cycle (from invoicing to a clean Accounts Receivable list). What does that mean?

Ensure all sales invoices are processed and approved on Xero by our Operations team. We aim for same day approval. (RM)
Ensure all sales invoices match up to COGS purchase invoices (RM)
Notify all sales invoices to our invoice finance provider HSBC UK IF Ltd on weekly basis. (RM)
Ensure customer balances are matching between Xero and HSBC UK IF Ltd – reconcile all payments on Xero in a timely manner. (RM)
Set up of new customers to receive sales invoices (Xero, EDI, HSBC), and set up and training on retailer finance portal (if applicable). (RM)
Credit control:
Ensure all sales invoices are received and processed by our customers in a timely manner – biweekly check of account balances and open items (RM)
Send out regular statements and chase late payments – in collaboration with our invoice finance providers HSBC UK IF Ltd (RM)
Resolve any payment/invoice disputes in a timely manner – with the assistance from the operations department (RM)

ii. You’ll oversee all accounting for the Purchase Cycle (from invoice to payment)

Input all purchase invoices on Xero in a timeline manner (all weekly invoices must be approved on Xero by COP each Friday) (RM)
Ensure all invoices are allocated to correct cost centres/codes on Xero (RM)
Reconcile all COGS purchase invoices against sales invoices – ensure quantities sold match quantities purchased – if not, report to RM for resolution (RM)
Ensure Manufacturer waste invoices are processed correctly on Xero. (RM)
Manage weekly cashflow and payment plans + process all weekly and monthly payments – double authorisation – all payment plans and payments are to be reported to and authorised by KK

iii. You’ll run Payroll (and all related reports) (KK)

Run monthly Payroll for all employees
Process all PAYE/statutory return payments
File/upload pension submissions

iv. You’ll complete a monthly reporting cycle which includes (KK)

Reconcile all banks
Reconcile invoice financing portal (HSBC UK IF Ltd)
Post journals re payroll, prepayments and other required adjustments or activity
Present a month end file to review with KK and our FD

i. Review of Trial Balance,

ii. General Ledger

iii. Accounts Receivable List

iv. Accounts Payable list

v. Other supporting control accounts to ensure the balance sheet codes are all correct.

v. HMRC (KK)

PAYE (monthly)
VAT returns (quarterly)
R&D Tax Credits (annually – with FD support)
P11d (annually – with FD support)

vi. Annual Accounts (KK)

Financial Audit – lead on providing all required bookkeeping audit information with the support from KK, Ciaran and RM

This entails providing evidence and materials for all sales and purchase transaction testing, payroll testing, end year balances, etc.

WHO ARE YOU?

The must-haves in knowledge and experience to ensure you’ll excel in this role

Have experience running the above key tasks
Expert with Xero, being able to post, fix, amend, reconcile, export, share and confirm everything is present and correct
Double entry bookkeeping – so you are a whizz at ensuring all activity is correctly posted and any tricky adjustments are easily handled.
Trial Balance is a key document to review with the FD to close our books monthly
Accounts Receivable – you’re always on top of what actions need to be taken by you, CEO, FD or the customer to keep the list clean.
Prioritising tasks – you are a pro at managing your schedule, workload and priorities to ensure a smoothly run operations at all times.
Setting and meeting reporting deadlines – we are a growing business with some reasonable but rigid reporting timelines to our senior team, Board and banks.
Ability to manage workflow both in office and remotely – the role is hugely flexible but needs self-discipline at the same time.
Working with all layers of the organisation – from KK (Co-Founder) and RM (HOO) to wider organisation – you will need to collaborate with all members of the team.
AAT or ACCA (part qualified)

Personality traits

Accountable
Dependable
Great time management
Very tidy Excel spreadsheets and workflows
Not shy of asking for help or sharing updates
Sense of humour

Ideal position for

Someone looking for a flexible working schedule – whilst we have some set reporting deadlines, there are timing flexibilities on when the above list is completed (aka the role does not require a rigid 9-5 schedule, so you’ll be the master of your time)
25 hours per week to start (across a five-day week) and opportunity to increase as our business continues to grow.
A daily check-in / task list enthusiast
Someone looking to join a fun, energetic team of a fast-growing company where they will have a true impact on our journey!

WHAT WE’RE OFFERING

Salary: £25,000 – 27,000 PA
Hours: 25 hour per week, ideally across 5 working days to maintain a daily touchpoint with the wider team, customers and suppliers
Holidays: 25 days per year + bank holidays
Nest workplace pension: Employee contributions 5%, employer contributions 3%
Flexible / remote working policy: We have 2 office team days per week at our office in Nine Elms of which you’d be expected to join at least once every two weeks, but you are welcome to make a use of the office any day of the working week!
Delicious weekly P+G meals allowance 😊
Thriving start-up culture; an exciting, inclusive + entrepreneurial, high-autonomy environment to learn and grow as an individual and within your career. We share an office with other foodie business so there’s an opportunity to interact with other like-minded teams and share ideas.
Regular work socials and activities to develop within a team environment and give you the best working experience.

Pollen + Grace

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