Finance & Operations Manager

White Label Live is looking for an experienced Finance and Operations Manager - come join the team

About Us

White Label Live (WLL) is a global brand experience agency creating human-centered live and virtual experiences that exceed client expectations. Working with industry-leading brands, we combine creativity, meticulous execution, and audience-focused design to deliver seamless, high-impact events, from concept to digital, hybrid, and large-scale activations. By understanding audience needs and motivations, we design cutting-edge experiences that engage, inspire, and deliver results, while fostering a culture of growth, collaboration, and accountability.

Our values guide everything we do: putting people first, striving for execution excellence, attracting top talent, working with agility, and taking ownership.

Summary of Role

We are seeking an experienced, organised, and proactive Finance and Operations Manager to support the CEO and wider team. In this role, you will oversee the agency's financial health and operational efficiency, ensuring smooth, scalable processes across all departments. You will work alongside a dedicated and dynamic events team, who are creating and managing projects across the UK, US, and international markets. Your work will directly enable the delivery of world-class live, digital, and hybrid experiences by providing financial oversight and operational guidance to support business growth and high-quality project delivery.

Key Responsibilities

Financial Management

• Oversee the agency's full financial function, including monthly Profit & Loss accounts, Balance Sheet reconciliations, and KPI reporting to ensure the company's financial health is monitored and communicated effectively.
• Lead budgeting and forecasting initiatives, providing insights to support strategic planning and project financial management.
• Maintain cash flow, manage accounts payable/receivable, and perform bank reconciliations to ensure accurate financial records.
• Manage payroll operations, staff expenses, and credit card payments, ensuring timely and accurate processing in line with the payroll schedule.
• Support project teams with budget creation, approval, and reconciliation in Procim, while managing and training users on the budgeting system.
• Review and approve purchase orders in Procim, providing oversight of project and operational spend.
• Review project timesheets against actual time spent on a weekly basis
• Manage FX requirements for international operations, including currency purchases and FX payments as needed.
• Ensure compliance with statutory obligations, including VAT submissions, HMRC payments, and liaising with accountants for UK and US year-end reporting.

Operational Management

• We're a small business and there are a number of company operations
• Oversee company operations including office management, IT, hardware, and supplies, ensuring smooth day-to-day functioning.
• Lead office operations and environment management, ensuring the team is fully supported with the right tools, resources, and workspace to perform at their best.
• Provide operational support to the leadership and project teams, assisting with general team management, workflow optimisation, and cross-department collaboration.
• Lead HR and people operations, managing HR portals, employment contracts, staff records, assessments, timesheets, and freelancer allocations.
• Review, update, and enforce company policies and procedures to maintain operational efficiency and compliance.
• Support recruitment, onboarding, and training initiatives, identifying team development needs and sourcing appropriate providers.
• Manage insurance renewals and supplier relationships, including contracts, NDAs, and negotiations with clients and vendors.
• Serve as the designated contact for Information Security, IT, and ISO27001 compliance.

Required Experience

• Extensive experience (5+ years) in financial and operational management within live events, creative, or brand experience agencies, with direct oversight of budgeting, forecasting, cash flow, and operational processes.
• Proven ability to manage multiple financial and operational tasks and meet tight deadlines under pressure across a fast-paced, dynamic environment.
• Experience maintaining highly organised systems and accurate financial records, including accounts, reconciliations, payroll, VAT, and Procim/project budgets, with strong attention to detail.
• Experience adapting to new processes, tools, and responsibilities in a proactive and enthusiastic manner, including implementing operational improvements and optimising workflows across teams.
• Hands-on experience using Xero for accounting, reporting, payroll, and financial oversight, supporting both operational and strategic business decisions.
• Demonstrated competence in using Google Suite to manage operational workflows, reporting, team collaboration, and documentation across departments.

Package

• Annual salary: £45,000 - £60,000
• Hybrid working: 3 days per week in the office (Hackney), 2 days WFH
• 25 days of annual leave, plus bank holidays, plus a day off on your birthday
• Salary sacrifice pension with flexible contributions
• Workplace childcare salary sacrifice scheme
• Access to a financial management portal, including free access to experts such as mortgage advisors