Agile City CIC is delighted to announce an opportunity for a part time Finance & Admin Officer to join our team on a fixed term 12-month contract. Agile City is a community interest company that creates work and event space for cultural, social and green enterprise. We operate across two buildings in North Glasgow – Civic House and Glue Factory.

Our mission is to create vibrant, welcoming spaces for our community of users. The success of this environment depends on resilient business operations. The Finance & Admin Officer is key to achieving this core stability. The two main priorities will be ensuring administrative efficiency and expert oversight of our financial systems.

Key Personal Qualities:

• Systems thinker – Finds professional satisfaction working with systems design at a strategic level, understanding the importance of financial operations for company workflow
• Digitally literate – Able to apply skills across multiple digital platforms, with experience connecting software via integrations and automations
• Attention to detail – Diligent and proactive, seeking ways of improving efficiency and productivity within our finance and admin systems
• Self-starter Mentality – motivated and taking initiative to work independently on agreed tasks and projects.
• Excellent time management – working responsively with the ability to prioritise workload and meet deadlines

The role:

The Finance & Admin Officer is the guardian of the company’s finance and admin system. This operational foundation is key to the delivery of all of our work, unlocking our team’s ability to connect with our clients, members and audiences. We want to work with someone that is able to review our current system with a new perspective, with the ability to enhance our finance and administration systems to improve our company productivity - seeking ways of automating or integrating workflows.

The Finance and Admin Officer will be across the following workstreams:

Financial Administration

• Monthly management reporting - prepare management reports with executive summaries of our financial health for review by our leadership team and board of directors
• Weekly bills processing - assigned project and fund codes to all invoice via our financial document management system Hubdoc
• Weekly Xero bank reconciliation - across all company accounts, maximum 200 lines per month
• Payment run processing - collating and assigning all supplier bills on a bi-weekly basis
• Payroll processing
• Petty Cash - Support the head of Events & Operations by overseeing our petty cash management
• Xero systems management - setting up and cleansing out of date tracking codes, setting up bank rules
• Bookkeeping - monitoring aged payables/receivables and approving team expenses
• Monthly VAT reporting - generated using Xero
• Annual Reports - work with Exec. Director to prepare necessary evidence for annual accounting submissio

Administration Support

• Document management - Maintain and organise all digital company files, contracts, and sensitive records, ensuring data security and easy retrieval.
• IT system oversight - ensuring our data systems are well maintained and integrated - LastPass, Google Workspace
• Onboarding - Handle the administrative onboarding process for new staff, including collecting required paperwork and setting up payroll profiles.
• Fund Management - Support the Exec. Director by organising files and submission documents linked to capital fund management
• Ensuring our compliance with policy level procedures and filings.

Automations & Integrations

• Proactively identity and recommend ways to streamline or automate administrative processes to save time and increase efficiency

• Oversee existing integrations between our financial management system, booking platforms and payments systems to ensure smooth trading operations

• Implement Zapier to create trigger points between our platforms to reduce the administrative burden on our team to create repetitive documentation.