Finance & Operations Manager

Finance & Operations Manager (UK Accounting – Record Label) Job Overview We are looking for a proactive and highly organised Finance & Operations Manager to manage the financial operations of a small but growing UK record label. This role is focused on ensuring the business finances are organised, compliant, and financially efficient. You will act as the financial watchdog for the company, helping the founder clearly understand: • where money is being spent • how the business is performing • where costs can be reduced • how finances can be improved You will work directly with the founder and coordinate with the company accountant while maintaining financial records primarily through FreeAgent accounting software. This is a long-term role with a fixed monthly retainer of £350. The role is not hourly. The business has: • 1 person on payroll (the founder) • multiple freelancers, contractors, and service providers. ⸻ Role Overview This role includes: • Weekly financial oversight • Managing bookkeeping within FreeAgent • Monitoring business expenses and subscriptions • Ensuring VAT and tax awareness • Reviewing freelancer costs and services • Helping structure the founder’s salary and dividends correctly • Providing simple financial updates and insights The goal is that the founder always understands the financial health of the business without needing to analyse complex accounting reports. ⸻ Key Responsibilities Financial Management • Maintain accurate financial records using FreeAgent • Ensure bank feeds are connected and transactions are categorised correctly • Perform weekly bookkeeping reviews • Review expenses and attach receipts where required • Reconcile financial records • Ensure records are clean and ready for the external accountant ⸻ Subscription & Cost Monitoring • Monitor all recurring business subscriptions • Identify duplicate or unnecessary subscriptions • Recommend cancellations or cost reductions • Review software tools and services to ensure value for money • Highlight areas where costs can be reduced ⸻ Freelancer & Service Cost Oversight • Track payments to freelancers, consultants, agencies, and contractors • Ensure services are recorded correctly in the accounting system • Identify overlapping roles between freelancers or service providers • Ensure the business is not paying multiple people for similar services • Help optimise spending and reduce unnecessary costs ⸻ VAT & Invoice Review • Ensure VAT is applied correctly where required • Review invoices from freelancers and suppliers • Ensure expenses are recorded properly so VAT can be reclaimed • Prepare records required for VAT submissions • Coordinate with the company accountant ⸻ Tax Awareness & Financial Safety Monitor financial obligations including: • VAT liabilities • corporation tax estimates • personal dividend tax exposure Advise the founder when funds should be set aside for tax reserves so the business never spends money owed to HMRC. ⸻ Founder Salary & Dividend Planning Help ensure the founder is paid in a tax-efficient structure. Responsibilities include: • monitoring salary and dividends with the accountant • ensuring payroll is handled correctly • ensuring the business maintains sufficient cashflow to support founder payments ⸻ Revenue Monitoring • Monitor revenue sources • Ensure income is correctly recorded in FreeAgent • Track where revenue is sitting (such as royalties or online platforms) • Remind the founder when funds should be withdrawn if necessary ⸻ Financial Insights & Cost Analysis • Track spending patterns • Identify the categories where the business spends the most money • Highlight rising expenses or potential waste • Recommend ways to reduce spending • Analyse whether freelancers or services are delivering value for the cost ⸻ Weekly Financial Updates Provide the founder with clear financial visibility each week. Weekly updates should include: • recent expenses • revenue updates • largest spending categories • financial insights or concerns • recommendations to reduce costs There will be a weekly 15–30 minute Google Meet call to review the finances. Communication will primarily take place through WhatsApp and online meetings. ⸻ Financial Watchdog Mindset This role requires someone proactive and detail-oriented. You should actively monitor the finances and flag issues without being asked. Examples include: • rising expenses • unnecessary subscriptions • freelancers not delivering value • overlapping services • opportunities to reduce costs • financial risks or inefficiencies Your role is to protect the financial health of the business. ⸻ Financial Systems • FreeAgent will be the primary accounting system. • Additional tools must be discussed and approved before use. • Complex spreadsheet systems are not preferred. • Systems should remain simple, organised, and transparent. ⸻ Task & Project Management Applicants must have a clear method for organising their work. You must either: • have your own structured task management system, or • be willing to work within the company’s ClickUp project management system Financial tasks, updates, and reviews should always be organised and trackable. ⸻ Requirements • Minimum 5 years experience in accounting, bookkeeping, or financial management • Strong understanding of UK accounting rules, VAT, payroll, and tax principles • Candidates do not need to be based in the UK, but must have studied UK accounting standards • Experience using accounting software such as FreeAgent, Xero, or QuickBooks • Ability to explain financial information clearly to non-accountants • Strong organisational skills and attention to detail • Experience working with founders or small businesses • Experience with online or digital businesses is preferred ⸻ Work Structure • Monthly retainer: 350 per month • Includes weekly financial review calls (15–30 minutes) To Apply Please include the following in your proposal: 1. Your experience with UK accounting and VAT 2. Your experience with FreeAgent or similar accounting tools 3. Your experience working with founders or small businesses 4. The system you use to organise your work or tasks