Administration and Financial Coordinator

Location: London (hybrid working)

Hours: 40 hours per week

Experience level: Junior, candidate

Salary: £26 - £28,000 per annum

Start date: April 2026 (TBC)

Deadline for applications: Monday 16 March 2026 - unfortunately, due to limited resources we can only respond to the shortlisted candidates

Interviews: 18-27 March 2026.

We're looking for a candidate who is proactive and highly organised and happy to support our small team on all levels with administration, financial and program support.

This is very much a desk based role suited to someone who is eager to learn and gain experience alongside a hardworking and committed small team. You'll work closely with the Financial Director and support the Program Manager to help ensure that all administration and financial tasks meet our complex funding regulations.

About us

The American Hardwood Export Council (AHEC) is the leading international trade association for the U.S. hardwood industry, representing the committed U.S. hardwood exporters and the major U.S. hardwood product trade associations. AHEC runs a worldwide programme to promote the full range of American hardwoods in over 50 export markets.

From Washington, DC and six overseas offices, strategically located near key hardwood markets, AHEC conducts a worldwide promotion programme with activities in more than 35 countries. All programmes are run through the joint efforts of the U.S. hardwood industry and the Foreign Agricultural Service (FAS) of the U.S. Department of Agriculture (USDA), to broaden the impact on, and outreach into international markets giving members the sharp competitive edge needed to meet the growing worldwide demand for American hardwood products.

What You'll be Doing

As Administrator and Financial Coordinator, you will work closely with the Finance Director and Program Manager to support the day-to-day administration and financial procedures of AHEC's programs in Europe, Middle East, India and Oceania.

This includes:

• Producing purchase orders to be authorised and distributed as necessary.
• Reviewing, logging and recording invoices on Quickbooks accountancy package.
• Support Financial Director on monthly spending reconciliation reports.
• Understanding the payment systems and making payments, if required.
• Support team with obtaining quotes/proposals for services when working with new suppliers.
• Creation of bid comparison matrixes and contracts for new suppliers.
• Formatting, filing, and distribution of travel notifications and trip reports.
• Creation and updating of project and travel itineraries.
• Booking of staff and third parties accommodation and travel.
• Liaising with the mailing house provider regarding publication inventory and distribution.
• Maintain the Mailchimp audience database.
• Monitoring of the generic AHEC email address and dealing with enquiries.

Essential skills:

• Proficiency in Microsoft Office.
• Thorough attention to detail.
• Customer service skills.
• Good maths knowledge.
• The ability to use their own initiative.

How to apply

Please send your CV and a cover letter explaining why you're the right person for the role to Lucy Peacock by an email via the button below.

AHEC is an Equal Opportunity Employer.

All candidates must be eligible to work in the UK.