Finance and Admin Coordinator

We're looking for a dedicated and experienced Finance and Admin Coordinator to join our team, initially employed full-time until March 2026. The Finance and Admin Coordinator will manage our company's day-to-day financial and administrative procedures. This is a key role during a period of growth and relevant experience is essential.

Contract: Until March 2026
Employed by: MIDSTEEPLE QUARTER (the trading name of Dumfries High Street Limited)
Reports to: Executive Director
Staff responsibilities: No staff responsibility
Based: Midsteeple Quarter Office
Probation period: 3 months

Purpose of role:

The Finance and Admin Coordinator, based in our Dumfries office, will manage our company's day-to-day financial and administrative procedures. They will be supported by the Executive Director and Company Treasurer and work alongside colleagues in a small team.

Job Duties:

• Financial Management / Bookkeeping


• Use Xero software for accounting, budgeting, and forecasting


• Work with the Executive Director to set budgets and targets and monitor and report on spend against those targets


• Produce monthly reports and management accounts


• Manage accounts payable and receivable


• Administer PAYE and freelance contracts (with external payroll support)


• Act as the main contact for the company's bank accounts, accountant, and auditor


• Develop and maintain invoice registers for various projects


• Prepare the company's annual return and confirmation statement to the FCA


• Work with the Treasurer to establish clear financial systems and controls to ensure efficient use of funds


Funding:

• Maintain records of funding applications and success rates


• Report on and submit funding claims


• Report to funders on project outcomes


• Stay updated on potential funding sources (desirable)


• Assist in preparing funding applications and reports (desirable)


Administration:

• Serve as the primary contact for external project-related queries


• Support project delivery including record maintenance, contractor liaison, and meeting coordination


• Manage insurance policies and memberships of relevant organisations


• Maintain HR records such as personnel files, training and annual leave


• Work with the Enterprise Manager to manage the booking system for our enterprise spaces


Company Support:

• Assist in preparing Board papers, reports, and minutes


• Work with colleagues to coordinate Annual General Meetings


• Maintain a register of Directors in accordance with company rules and attendance


• Assist in developing and maintaining company policies and procedures


• Recruitment functions such as benchmarking, job listings and supporting the delivery of the induction process
  
  Essential:


• Evidenced financial and administrative experience


• Familiar with Xero accounting software, including the reporting function


• Competent in keeping financial records/Proficiency in financial statements


• Highly organised and methodical


• Well versed in the use of all Windows applications (in particular Excel, Word, PowerPoint) and Google Workspace Suite (Docs, Sheets and Slides).


• Good communicator, both written and verbal


• Ability to work effectively as part of a small team and under own initiative


Desirable:

• Experience of working with 3rd sector organisations and of working with a voluntary Board of Directors.


• Knowledge of the legal and administrative framework of co-operative societies, community benefit societies (Co-Operative and Community Society Benefit Societies Act 2014).


• Occasional evening and weekend work to support Board meetings, membership and community engagement activities will be required.