Payroll and Finance Coordinator

The Oxford Collection is a small privately owned group of two luxury 5* hotels and apartments three restaurants that consists of the Old Bank Hotel the Old Parsonage Hotel 36 St Giles Parsonage Grill Gees Restaurant & Bar and Quod Restaurant & Bar. We have 80 bedrooms across three iconic properties in central Oxford with unrivalled views across the citys beautiful skyline.

We are seeking a detail-oriented and organised Payroll & Finance Coordinator to manage both monthly and four-weekly payroll and the day-to-day transactional finance processes for our hospitality business. This role is the backbone of our finance function ensuring accurate processing of accounts payable sales reconciliation payroll and bank reconciliations. You will work closely with the Finance and People teams providing essential data and support for monthly management reporting while maintaining excellent relationships with suppliers operational teams and external stakeholders.

The Head Office team is located at the back of the Old Parsonage Hotel in central Oxford.

We offer support training and development opportunities to help your career flourish. We believe that investment in each and every one of our collectives is key to the success of our business and the happiness of our customers. As a member of our team we are looking for an exceptional candidate who shares these values.

Key Responsibilities include:

Payroll Processing:

• Manage payroll processes using Access payroll software for both four-weekly and monthly payroll cycles.
• Review payslips thoroughly to ensure accuracy including verification of recorded absences including holidays and sickness absences.
• Perform monthly reconciliations of payroll and pension-related balance sheet accounts.
• Collaborate with WMT (Troncmaster) on the preparation of the four-weekly payroll and inform them of starters and leavers across the Company
• Collaborate with the People Team to ensure leavers and starters information is accurate and up to date
• Collaborate with our Payroll Advisor from Access Payroll to ensure payments are accurate and processed in a timely manner.
• Monitor sickness on a weekly basis and report on trends through Access Analytics.
• Carry out analysis of payroll-related expenses and efficiencies.
• Upload pension submissions to our pension provider.
• Post monthly and 4-weekly payroll journals and other monthly reporting
• Acting as the first point of contact with payroll-related queries from heads of department
• Gather wage sheets from departments review for accuracy make necessary adjustments and upload to the payroll system
• Maintain and update the holiday spreadsheet and wages input sheets distributing to all managers on schedule
• Process and balance pension figures before uploading to the pension provider ensuring accuracy and compliance
• Collaborate with the People Team to ensure the leavers are processed in Access and ensuring all final payments are correct
• Prepare monthly statutory returns including apprentice levy calculations and submit to HMRC on time

Accounts Payable Management:

• Process supplier invoices accurately and efficiently ensuring correct coding authorisation and matching to delivery notes
• Flag and investigate unusual or questionable invoice items querying discrepancies with suppliers and operations teams
• Ensure invoices are entered into the ledger on the correct date to optimise credit terms and maintain accurate period accounting
• Reconcile supplier statements monthly requesting missing invoices and credit notes to ensure complete and accurate records
• Maintain supplier records respond to enquiries promptly and build positive working relationships with key vendors
• Monitor trade creditor balances ensuring no unexplained debit balances and all credit notes are properly accounted for

Sales & Revenue Processing:

• Review daily end-of-day reports from the room management systems ensuring all entries are accurately recorded
• Verify that complimentary entries are properly explained and all adjustments are correctly processed and authorised
• Reconcile daily sales reports investigating and resolving any discrepancies

Bank & Cash Management:

• Complete monthly bank reconciliations with zero discrepancies reviewing bank activity daily
• Investigate and resolve any unknown receipts or payments immediately ensuring all transactions are properly accounted for
• Monitor and account for cash banked and held by departments keeping the Finance Team informed of cash positions

Month-End Support:

• Work closely with the Finance Team to support the food and beverage prelim process ensuring accurate stocktakes and cost tracking
• Provide timely and accurate data to support monthly management accounts preparation

The ideal candidate-Skills and Experience:

Essential:

• Relevant experience in payroll management is essential
• Experience of Tronc systems: administering tronc/collaborating with an external Troncmaster
• Previous experience in a transactional finance role (accounts payable sales ledger or payroll)
• Strong numerical accuracy and high attention to detail
• Highly proficient in Excel and comfortable learning new accounting systems
• Excellent organisational skills with the ability to manage daily weekly and monthly deadlines
• Proactive problem-solver who takes initiative to resolve discrepancies and improve processes
• Good communication skills for dealing with suppliers managers and the wider finance team
• Reliable trustworthy and able to handle confidential information appropriately

Desirable:

• Hospitality Finance experience in the UK
• Certified Payroll Technician qualification from the Chartered Institute of Payroll Professionals (CIPP)
• AAT qualification (Level 3 or above) or working towards professional qualification (ACCA ACA CIMA) (or equivalent experience)
• Experience in hospitality leisure or multi-site environments
• Understanding of basic accounting principles (double-entry bookkeeping accruals prepayments)

What we offer:

• Supportive environment with technical guidance
• Clear well-defined responsibilities with opportunity to develop expertise in finance operations
• Study support for AAT or other professional qualifications
• Exposure to a broad range of finance activities in a dynamic hospitality business
• Friendly team culture with opportunities to interact with operational teams across the business

Working Pattern & Salary:

Based at our Head Office you will work 35 hours between Monday to Friday 9.00 am to 5.00 pm inclusive with an uninterrupted break of one hour.

Earnings of up to 40000 per annum including non-contractual service charge (tronc) depending on experience.

Benefits include:

• 50% discount on food within our restaurants
• Up to 700 recruitment incentive
• Membership to our Employee Assistance Programme with Hospitality Action
• Pension scheme
• Opportunities to develop within the Company
• 28 days holiday inclusive of bank holidays per annum
• A paid day off on your birthday
• Team awards and prizes
• Hospitality Rewards: offering discounted gym membership high-street and online shopping discounts discounted vouchers a cashback card and 24/7 online GP service

Eligibility to work within the UK must be proven and two references should be available on request.

Required Experience:

IC

Employment Type : Full-Time
Experience: years
Vacancy: 1