Finance and Operations Administrator

Collectiv Food is London’s fastest growing food supplier, sourcing quality meat, seafood, and plant-based products directly from producers and delivering to professional kitchens. We are a team of foodservice professionals and innovators on a mission to deliver the world’s first automated, sustainable, and customer-centric food supply service.

With our unique delivery model, automation through tech, and by going direct to the source, we can offer market-beating prices and a reliable service, all underpinned by a commitment to sustainability. Finalist of TfL's innovation challenge "London Freight Lab", our cleaner, safer, and more efficient model minimises the use of heavy and large goods vehicles, reducing both carbon emissions and operational costs. 

Collectiv Food works with hundreds of professional kitchens across London, both established and expanding successful brands; we have also launched our own D2C brand, Farmshop, supporting producers who were impacted by the Covid-19 crisis. Founded in 2018, we are based in West London and supported by industry experts and leading venture investors, such as Partech, Frontline and Mustard Seed.

Working closely with the Finance Director and VP Supply Chain, your main responsibilities will be: 

Accounts Receivable

  • Raising customer invoices daily ensuring the invoice is issued to the correct customer applying accurate quantities and prices

  • Setting up customer accounts on Xero, assigning the appropriate credit terms and credit limit

  • Maintain contact with clients to ensure invoices are cleared for payment when due

  • Send out month end statements, invoices, and credit notes by email 

  • Debt collection by phone/email/ letter

Accounts Payable

  • Posting supplier invoices on Xero, ensuring the cost is accurately accounted for

  • Request and reconcile supplier statements monthly and handle queries as required

  • Setting up payment runs for approval

  • Perform bank reconciliation on daily bases

  • Enter bank receipts and payments into Xero

  • Check and input staff expenses 

Inventory Planning

  • Forecasting, supply, and demand planning - supplier schedules and customer trading patterns

  • Purchase orders with farms/suppliers & PO/POD reconciliation

  • Inventory management - control of stock, management of perishables (date life) - working with our hub operator and liaising with suppliers

Skills and Requirements 

  • You are numerate and competent in using spreadsheets as well as a range of IT tools

  • You have good written and oral communication skills

  • You have excellent attention to detail and a meticulous eye for identifying inconsistencies or inaccuracies in data. You take your time to get things right the first time

  • Ideally you have experience of working with producers supplying short life products

  • You can prioritise and plan own workload in the context of conflicting priorities and work on own initiative

  • You will have minimum of 2 years work experience in Finance in the food sector

We offer:

  • £25,000 + depending on experience

  • (Prorated) 25 days of paid vacation time in addition to national holidays

  • Plus, the ability to work from home when required

  • Great exposure to a fast-growing start-up in the food sector

  • Ability to have a big impact in a short space of time

  • Numerous opportunities to partake in product samplings

  • Committed team members with broad experience who share a common passion to build a world class business and of course, good food

  • Great office space in central London with a comfortable working environment

  • Discounts with some of our key customers (restaurants)

About us

Collectiv Food is an equal opportunity employer. We are a diverse bunch of people who are committed to maintaining a welcoming culture of inclusion and equality. We encourage applications from anyone that meets the requirements for the role. We look forward to hearing from you.

Apply to careers@collectivfood.com