HR, FINANCE &FACILITIES CO-ORDINATOR

Witney, Oxfordshire
InkTec Europe Ltd

About the Role

InkTec are a leading manufacturer of JETRIX UV flatbed printers, inkjet ink and media for the print sector. Based in Witney, West Oxfordshire, we are looking for an organised, proactive HR, Finance & Facilities Coordinator to support our site, people processes, supplier relationships and finance operations.

This is a varied, split role – approximately 50% HR, health & safety and facilities coordination, and 50% finance administration – ideal for someone equally comfortable with people processes and financial detail. You’ll support employee experience, recruitment, onboarding, site facilities, workplace compliance and day-to-day finance operations, helping create a positive, well-organised working environment.

Key Responsibilities

HR Responsibilities

• Provide HR administration support across the employee lifecycle, including recruitment, onboarding, payroll, benefits and holiday management.
• Maintain employee records, HR databases and personnel documentation.
• Support recruitment, including advertising vacancies, coordinating interviews and managing contract offers.
• Carry out onboarding training and induction for new starters.
• Monitor absence, holiday and sickness records.
• Support performance management and appraisal processes.
• Identify and coordinate essential and job-specific training requirements.
• Support the implementation of HR policies and best practice, providing general guidance on up to date employment law to managers and employees.

Facilities Responsibilities

• Coordinate key supplier contracts (insurance, utilities, company vehicles, mobile phones, IT equipment), escalating renewals or disputes to senior management.
• Manage day-to-day site, office and warehouse supplies and equipment within budget.
• Coordinate site repairs and contractor visits.
• Act as main point of contact for office and site facilities issues, including waste management and correct disposal streams.
• Support operational projects with scheduling, communication, budget tracking and progress reporting.

Health & Safety

• Maintain working knowledge of Health and Safety legislation and ensure compliance across the business.
• Support the implementation and monitoring of H&S and environmental policies, escalating policy-level decisions to senior management.
• Monitor machinery and equipment condition and coordinate preventative maintenance schedules.
• Conduct site safety and housekeeping checks, manage and review risk assessments and keep COSHH registers and MSDS documentation up to date for the full operational function of the site and service team.

Finance Responsibilities

• Assist with month-end and year-end close, including preparing and posting journals, accruals and prepayments.
• Maintain the fixed asset register and calculate depreciation to ensure accurate accounting records.
• Reconcile balance sheet accounts monthly.
• Perform daily bank reconciliations, allocating receipts and payments.
• Produce monthly sales reports, complete sales reconciliation, and analyse invoice profitability.
• Manage accounts payable – invoice processing, supplier statement reconciliations, weekly payment runs and ad hoc payments.
• Process employee expense claims and company credit card expenses.
• Process credit notes, customer duty claims and miscellaneous invoices.
• Carry out credit control activities, including debt collection, statement distribution and resolving customer account queries.
• Set up new customer accounts and carry out credit checks for new and existing customers.
• Manage the finance mailbox, responding to internal and external finance queries.
• Complete Plastic Packaging Tax reporting and monitor reporting thresholds.
• Support internal and external audits with accurate records and supporting documentation.
• Coordinate fleet management and car leasing for engineers and the sales team.
• Provide general administrative support to the finance team and assist with ad hoc finance projects.

About You

We’re looking for someone who enjoys variety, takes ownership of their workload and is comfortable managing multiple administrative and financial workstreams in parallel, with the opportunity to develop your HR, H&S, facilities and finance knowledge over time.

You will ideally have:

• 3-5 years’ experience spanning HR/facilities coordination and finance administration.
• Working knowledge of employment law and health & safety principles.
• Practical finance experience, including invoice processing, reconciliations and month-end support.
• Excellent organisational and time management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Confident communicator with excellent interpersonal skills, in person, written and over the phone.
• A proactive and solutions-focused approach with strong attention to detail.
• Confidence working independently and using your own initiative.
• Proficient in Microsoft Office, particularly Excel.
• Reliable, with the ability to work effectively under pressure to prioritise and meet deadlines.

Desirable Experience

• CIPD Level 3 or above (or currently studying).
• AAT qualification (or currently studying), or equivalent finance experience.
• Experience supporting recruitment and onboarding processes.
• Experience using Sage or similar accounting software.

This is a full time position Monday – Friday 08.30am -17.00pm