Job Description

Finance & Operations Coordinator

Department: Management and Admin

Employment Type: Permanent - Full Time

Location: Madrid

Why RLB? At RLB, we live by four simple ideas: Truth, Trust, Together, Tomorrow. Four values that live at the heart of RLB. A place where People Make Progress. We value your skills, talents and unique perspectives – we think they are priceless. Bring them to RLB and you’ll be empowered to shape our future and your career in new and meaningful ways. We’ll give you opportunities to work on some of the most ambitious and exciting projects currently being designed and developed in the built environment sector. You’ll continue to learn and advance as everyone who works for us is provided with a tailored training programme. Our mentoring and reverse mentoring schemes will enable you to share your expertise while gaining fresh insights.

What makes RLB unique is our inclusive culture. As an independent, employee-owned business, teamwork and collaboration lies at the heart of everything we do. Hybrid and flexible working arrangements and family-friendly policies are just some of the ways we invest in employee wellbeing. Join us and you will thrive personally as well as professionally.

The Finance & Operations Coordinator – Europe provides operational finance support to the Finance & Operations Europe Lead and wider team, ensuring the effective administration, coordination, and control of financial and contractual processes across the European business. The role plays a key part in supporting accurate invoicing, forecasting, cashflow management, and continuous improvement of financial systems and processes.

Key Responsibilities

• Provide day‑to‑day operational support to the F&O Europe Lead and wider team to support delivery of the European business plan and financial objectives.
• Support Contract Owners to ensure invoice milestones are accurately aligned across Microsoft Dynamics 365 (D365) entities and IFF (Internal Fee Forecast), coordinating with internal stakeholders to ensure correct financial recording for European entities.
• Conduct monthly reviews with Contract Owners to confirm projects are marked as “ready for invoicing”, proactively identifying delays and escalating risks to the F&O Lead where required.
• Maintain accurate and up‑to‑date contract cross‑sell information across regions through regular engagement with Contract Owners.
• Assist the F&O Lead with the collection and consolidation of Work in Progress (WIP) information to support accurate and timely financial reporting.
• Manage and maintain the European Interim Fee Forecast, including manual setup of project numbers for European contracts and opportunities, and the logging, filing, and tracking of all related COR forms.
• Coordinate with Billing and Finance teams to ensure invoicing requirements are correctly prepared and invoices are issued on time, supporting the organisation’s cashflow objectives.
• Review weekly debt positions with Contract Owners and coordinate actions with Credit Control in line with established credit control policies.
• Collect, validate, and process reimbursable expenses from Contract Owners and coordinate with Finance / Billing to ensure timely invoicing to clients.
• Ensure the timely completion of all required financial administration activities in line with agreed deadlines.
• Support the setup, maintenance, and ongoing accuracy of opportunities and contracts within D365, ensuring high standards of data integrity and consistency.
• Proactively identify and deliver improvements to financial and operational processes through effective use of D365, including workflow optimisation and automation opportunities.
• Support the development, maintenance, and enhancement of Power BI reports and dashboards to improve financial visibility, reporting efficiency, and management decision‑making.

Candidate Profile

The successful candidate will demonstrate a structured, detail‑oriented, and operational approach, with proven experience supporting finance and operations activities in a professional business environment. The ideal candidate should have experience working with D365, ability to identify improvement opportunities within the current D365 setup and demonstrate a positive proactive approach. Additionally:

• Strong demonstrable finance or financial operations background
• Experience working with Microsoft Dynamics 365 (D365) within a finance or operations context, with the ability to support process improvement and system optimisation
• Fluent English (spoken and written) is essential, with the ability to communicate confidently and professionally with a Europe‑wide, English‑speaking stakeholder group
• High level of IT proficiency, particularly across the Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Proven ability to manage multiple priorities and meet deadlines in a fast‑paced environment
• Strong attention to detail and a methodical, well‑organised approach to work
• Able to remain professional and composed under pressure
• Demonstrates a high level of discretion and confidentiality
• Confident and effective communicator, able to work with stakeholders across functions and regions
• Ideally experience working with Power BI, including building, maintaining, or using financial and operational reports and dashboards
• Ideally experience contributing to process automation and continuous improvement initiatives within finance or operations functions
  
  

RLB Employee Benefits

Our culture is built around enabling you to fulfil your potential, so you can look forward to benefits that include:

• Hybrid Working - Working patterns to support your work-life balance.
• Well-Rewarded - A competitive salary and generous holiday entitlement. As well as the opportunity to purchase up to five extra days.
• Personal Development - A continuous learning and development programme, including established APC and in-house mentoring schemes.
• Additional Benefits - We offer a wide range of benefits including professional membership subscriptions.
• Exceptional Exposure - You’ll have the opportunity to work on diverse projects across different sectors and regions.
• Social Responsibility - We hold team and social events as well as charity fundraising and volunteering activities.

Our Diversity, Equity & Inclusion Commitment

We believe in building a diverse and inclusive environment where each person can be themselves, feel valued for their contribution and be challenged and supported to reach their full potential. We have a responsibility to support the communities in which we live and work, and that our workforce should reflect these communities and our clients. Our talent strategy should enable us to overcome bias in the construction industry by recruiting, retaining, developing, and promoting a diverse and inclusive workforce. Find out more here: Diversity, Equity & Inclusion - RLB | Europe
If you require any reasonable adjustments to support you during any stage of the application or interview process, please contact our recruitment team at: recruitment@uk.rlb.com