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The Administrative Coordinator will collaborate closely with the Live Production sales team to ensure a seamless invoicing process between the quoting software ‘R2’ and the finance package ‘D365’. This role involves constant coordination with the sales team to verify revenue recognition, manage invoice batches across software platforms, and liaise with the global Live Production finance team to resolve revenue recognition issues and reporting discrepancies. The position also requires direct engagement with customers to promptly address invoicing concerns. Reporting to the Live Production division, this role serves as a vital link between the sales and finance teams to ensure smooth financial operations.
Why Solotech?
To take your career to the next level! As a global leader in live productions, systems integration and virtual technology, our team is comprised of more than 2,000 passionate individuals. Our ambition? To deliver spectacular experiences worldwide.

ESSENTIAL SKILLS / EXPERIENCE:

• Excellent knowledge of Office 365 - particularly Excel.
• Familiarity with financial software such as R2 and D365 (or similar platforms).
• Excellent attention to detail and organisational skills.
• Strong problem-solving abilities and the capacity to work under pressure.
• Self-motivated with the ability to work independently and within a team.
• Exceptional communication skills to liaise effectively between sales, finance, and customers.

LEVEL OF EDUCATION:

• Educated to GCSE level or equivalent.

DESIRABLE LEVEL OF EDUCATION:

• Industry-related degree or equivalent qualifications.
• AAT Level 2, CIMA

WORK EXPERIENCE:

• A minimum of 2 years in a similar administrative, invoicing, financial coordination role.

ESSENTIAL REQUIREMENTS:

• Full, clean UK driving license.
• Right to Work and Remain in the UK.
• Ability to travel throughout the UK, including overnight stays when necessary

• Maintain and oversee the invoicing process between R2 (Sales quoting tool) and D365 (Finance package), ensuring accuracy and efficiency.
• Assist the Sales team with customer creation by gathering necessary paperwork and inputting data into the creation link.
• Collaborate closely with the sales team to verify revenue recognition and ensure accurate financial reporting.
• Process and manage invoice batches between software platforms.
• Act as a key liaison between the Live Production team and the global finance team to resolve revenue recognition issues.
• Engage directly with customers to promptly address and resolve invoicing issues.
• Ensure compliance with Solotech’s financial procedures and policies.
• Support the sales team in financial tracking and reporting as needed
• Pull weekly reporting from Power BI and compile reporting for the Sales Director.
• For events/tours meeting certain thresholds, act as a liaison between the legal and sales teams to facilitate contract drafting and signing.
• Assist Sales Team with event creation and proper case set up when required.
• Create and maintain billing schedules for tours that meet certain thresholds.
• Reconcile billings with revenue to ensure alignment.
• Provide the sales team with replacement manifests and ensure Certificates of Insurance (COIs) are in place before the event ship date.
• For non-R2 quoting, prepare bids after thoroughly reviewing project requirements and/or calls for tenders using the Excel quoting template.
• Confirm equipment availability for customer projects by coordinating with technical coordinators.
• Effectively manage priorities and workload.
• Any other reasonable ad-hoc requests as required by your manager.