Finance & Accounts Manager (Full-Time, Remote)

We are an Online UK Coffee Store business that was established in February 2023, we operate solely on Shopify and we serve high end clients all across the UK selling Coffee Machines that range in price between £500-£68,000 GBP. Our client’s range between home/domestic users and commercial customers. We have been making consistent sales of £100k+ per month since August 2025. We currently have x 5 VA’s who look after the product uploading and customer service on the shop and we are now looking to expand and hire someone to run the daily financial operations of the business so myself (the owner) can expand our sales and marketing platforms.



**ROLE OVERVIEW**

We are seeking an experienced Finance & Accounts Manager to take ownership of our company’s financial operations.
This is a key position within a fast-growing eCommerce business operating in the high-value product space (£500–£68,000+). The role involves managing day-to-day accounting, ensuring accurate financial records, and providing clear, actionable financial insights to support continued growth.

You will work closely with a UK-based founder, alongside a remote team of Filipino VAs based in Davao, Manila, Cebu, and Bacolod.

We are looking for someone who can not only manage the financial function effectively, but also bring a proactive mindset—reviewing current systems, identifying areas for improvement, and helping to strengthen our financial processes over time.

**Key Responsibilities**

Daily Responsibilities

Inbox Management: Full control and daily clearing of the ---------- Invoices@ email inboxes.
Invoice Processing: Uploading and categorizing all incoming supplier invoices and receipts into Hubdoc, ensuring they sync seamlessly to Xero.
Invoice Tracker: Fill in invoices into Excel Spreadsheet, link to google folder and mark which is paid and not paid.
Daily Profit Tracker: Logging the exact cost of goods sold (COGS) vs. sale price for every transaction to maintain real-time margin visibility.
Team Queries: Acting as the primary point of contact for the sales/ops team regarding VAT questions, cost checks, and invoice statuses.
Purchase Orders: Add and duplicate shopify purchase orders from Shopify onto Xero, reconcile these when the payments come in.
Accrual Accounting: For customers who owe us money, mark dates and times of next payments due.

Weekly Responsibilities

Xero Reconciliation: Ensuring all bank feeds, Stripe payouts, and expenses are matched and reconciled in Xero by Friday afternoon. (Download necessary bank and payment processor statements)
The "Accounts Payable" (AP) Report: Generating a weekly list of exactly who needs to be paid (e.g., £1k to Supplier A, £2k to Supplier B) so the manager can transfer the correct amounts into our clearing "pots." These will be settled monthly.
Invoice Tracking: Managing the invoice tracker, ensuring payment links are valid, and confirming payments have successfully cleared.
Weekly Profit Report: Delivering a concise end-of-week summary to the CEO detailing exact gross and net profit.

Monthly & Strategic Responsibilities (The Big Picture)

Management Accounts: Delivering the formal monthly Profit & Loss and Balance Sheet assessments.
The Debt Tracker: Updating the master spreadsheet tracking all active lenders, mapping the decreasing balances as the company successfully deleverages.
13-Week Cash Flow Forecast: Maintaining the rolling forecast to predict cash bottlenecks before they happen.
Staff Payroll (Wise): Calculating staff hours/commissions, organizing the payment run, and executing the transfers via Wise (once the CEO has funded the account and approved the run).
VAT Preparation: Organizing all VAT-applicable invoices into structured folders so the quarterly VAT return is a simple, stress-free process for the external accountant.
Profit tracker: Monthly assessment, which brands are performing the best and the worst financially.


**Required Experience & Skills**

Minimum 2+ years experience using Xero (Hubdoc, Reconciliation, Purchase Orders etc)
Proven experience as an Accountant or Bookkeeper
Strong understanding of:
Profit margins & financial reporting
VAT & invoicing
Cash flow management
Experience managing £1M+ annual revenue accounts
Skilled in Excel / Google Sheets
Experience with Wise (or similar payment platforms)
Bank reconciliation experience
Excellent written and spoken English (C1/C2 level)
Strong attention to detail and ability to follow instructions carefully (please include a picture of a Carabao with your application)
Comfortable working UK hours (4pm-12Midnight Manila Time) and communicating with the UK/ Filipino team.


**Application Requirements**

Please include:
Your CV / Resume
Results from this English grammar test: ----------
A 30-second video / audio recording introducing yourself and your strengths and any special attitudes or skills that you believe would help ourselves and the business grow.
Use 7 Apply points when applying.
Supply a Supporting statement outlining why you would be good for the job and how your skills can be applied to the Key Responsibilities outlined in this Job Application.

**Soft Skills**

Highly organised and detail-oriented
Proactive and self-motivated
Strong problem-solving mindset
Positive, team-oriented attitude
Comfortable taking ownership and responsibility
Happy to learn new software and technology as the job role grows

Salary
£700/month GBP (£4.37 per hour, at 40 hours per week)
approx $920 USD or 57,000 PHP/ Month or $5.50USD / hour
** Salary could potentially be negotiated up if necessary skills and experience could be a bonus to the business needs.


Training
We can provide any paid training that is needed, or you feel is necessary to fulfil your role and improve your skills.

Career Potential
Options to learn new systems and take on more responsibilities as the business grows, salary increases are available as well (on review from the founder).

Work Schedule & Holidays:
Monday – Friday (8hours per day) 9am - 5pm UK ---------- 4pm-Midnight Manila Time. These hours will be set, some flexible working days can be agreed but only on an ad-hoc basis.

Probation is 4 weeks.

You can book up to 25 days of holiday for the year (un-paid). Business shuts down over Christmas.


**Why Join Us**

Work with a fast-growing international eCommerce business
High-level responsibility and real impact
Supportive and professional team environment
Work with premium, high-value products
Access to MindNation Health App (12 months)
Long-term growth opportunity within the company

Business Values:

As a business we want to foster an open and inclusive workplace environment where ideas are shared & accepted, and issues can be raised without fear of judgement or persecution. You won’t just be working for the business, you will become an integral part of the team that will be essential to keeping the business running. There are opportunities for building and creating new projects, paid training and continual growth.