Vacancy: Finance Operations Coordinator
Department: Finance
Reports to: Finance Operations Coordinator
Seniority: Mid-Level
Term: Fixed term contract - 12 months
Working arrangement: Full-time (3 days in the office & 2 days working from home)
About EIP
EIP is award-winning and specialises in high-value and complex patent matters with offices in Europe and the US. Our multidisciplinary team combines patent attorneys, litigators and commercial IP lawyers in three of the world’s main patent markets – Germany, UK and USA, and now also in the Nordics through our recent expansion into Sweden. EIP has an ever-growing client base, from major multinationals through exciting mid-stage IP-rich companies, to highly innovative start-ups, across the world.
The approach to progress is highly meritocratic, with patent attorneys at all levels receiving support through a sophisticated training program. New trainees get exposure to clients from the day of joining. Those who join us share in the team's stand-out visibility in the world of patents and get to celebrate our award wins.
Since 2018 EIP has been a five-time winner of European and UK Patent Contentious Firm of the Year by leading IP magazine, Managing IP while The Financial Times lists EIP as a leading European patent law firm, recently awarding EIP the highest possible ranking (gold stars across all six technology areas). Feedback received from clients and peers rates EIP as “unstuffy and its staff are very personable”, with “excellent technical and legal expertise”, and they “combine an exceptional professional ethic with impressive technical diligence”.
Diversity is an intrinsic part of EIP’s business culture. We are proud to support the IP Inclusive initiative and we are a signatory to the IP Inclusive Charter. EIP actively engages in diversity efforts and is committed to developing an attitude of openness for the benefit of all those working in the IP profession.
We are seeking a detail-oriented and proactive Finance Operations Coordinator to join our team for 12 months period.
This is a key role supporting the firm’s financial operations, ensuring accuracy in billing, accounting, and financial reporting. The ideal candidate will have experience in finance and billing, strong organisational skills, and the ability to effectively manage multiple responsibilities in a professional services environment.
The Team
The Finance team provides support across the EIP group, including the international offices and subsidiaries. The small team thrives on collaboration and works closely with fee earners to support their client needs and help deliver EIP’s objectives.
The team consists of a Financial Controller, two Accountants, two Credit Controllers, two Accounts Payable Clerks, an Accounts Clerk and is further supported by our Chief Operating Officer (a former FD).
The following are the primary functions that will fall within this role:
Billing & Reconciliation
* Ensure that bills generated in the practice management system are accurately recorded in the accounting system
* Perform monthly reconciliations between the practice management and accounting systems
* Prepare ad hoc invoices as required
* Prepare and submit VAT returns in compliance with regulations
* Generate and distribute monthly WIP (Work in Progress) reports
* Manage the month end billing deadline process, communicating with various Billers to ensure the deadline is met.
Accounts Payable
* Reconcile the accounts payable ledger in preparation for the year-end audit
* Assist in ensuring timely and accurate processing of received invoices
* Complete regular bank reconciliations to maintain accurate financial records
* Assist in responding to accounts payable queries, within agreed deadlines.
Project Support
* Assist with finance-related project work, as directed.
There are no line manager responsibilities but there will be a requirement to oversee colleagues in some aspects of the role, notably accounts payable.
The ideal candidate will be able to demonstrate the following essential experience:
* Proven experience in a similar role, preferably within a legal, professional services, or financial environment
* Strong communication and interpersonal skills, with the ability to liaise effectively with colleagues at all levels
* Exceptional organizational skills and attention to detail
* Proficiency in financial systems and software (e.g., practice management and accounting systems)
* A good understanding of VAT preparation and submission
* Ability to work independently and manage multiple priorities under tight deadlines.
The following criteria are desirable rather than essential but may be present in the best candidates:
* Accounting qualification – AAT, Degree, or part qualified
* Previous experience within a patent or law firm setting
* Familiarity with WIP reporting and legal billing procedures
* Exposure to year-end audits and financial project work.
Additionally, successful candidates will also be able to demonstrate the following:
* An appropriate professional attitude (personable, well prepared, flexible and enthusiastic)
* Ability to work under pressure
* Excellent research and presentation skills
* Initiative and the ability to act independently.
Other information
With our state-of-the-art paperless systems, we offer hybrid working, three days in the office and two from home. EIP’s employees also enjoy reduced business hours on the days when working from the office subject to there being no urgent work commitments.
EIP has a friendly, progressive and mutually supportive working environment along with a smart casual dress policy and stylish modern offices.
Rewards & benefits
We offer a competitive salary and several benefits:
* Discretionary bonus
* 25 days of holiday, excluding bank holidays
* Private medical health care
* Free eye tests
* Employee Assistance Programme
* Cycle to work scheme
* Season ticket loan
* Electric vehicle scheme
* Group personal pension plan
* Enhanced maternity, paternity, adoption, and shared parental leave
* Holiday loyalty
Equal opportunities
EIP is an equal opportunities employer that values diversity and welcomes applications from all suitably qualified persons regardless of their ethnicity, gender, sexual orientation, age, disability, religious practice or any other perceived differences.