Kerja Sepenuh Masa, Finance - Operations Manager di IMAPAC - Maukerja

About the Role

IMAPAC is looking for a highly organised, commercially aware, and detail-oriented Finance & Event Operations Manager to oversee our day-to-day finance administration, payroll coordination, financial controls, and international conference operations. This is a unique, hands-on role combining finance and accounting administration with end-to-end event operations management. You will work closely with Management, HR, external accountants, payroll providers, Conference Production, Sales, Marketing, and event suppliers to ensure financial accuracy, timely employee and supplier payments, effective cost management, and seamless conference delivery. We are looking for someone who takes ownership, thrives on accuracy, manages competing deadlines confidently, and proactively identifies opportunities to improve efficiency and reduce costs.

Key Responsibilities

1. Finance & Accounting Operations

• Oversee day-to-day financial administration, including accounts payable, accounts receivable, invoicing, and expense management.
• Maintain accurate records of revenues, outstanding payments, expenses, and financial commitments.
• Review and verify invoices, supplier payments, reimbursements, and supporting documentation before processing.
• Coordinate approved payments and maintain payment schedules, ensuring deadlines are met.
• Monitor outstanding client invoices and work with Sales to follow up on overdue payments.
• Support monthly financial reconciliations, reporting, and management reviews.
• Ensure compliance with company financial policies, approval procedures, and internal controls.

2. Payroll, Timekeeping & Employee Payments

• Coordinate monthly payroll preparation to ensure employees receive their salaries accurately and on time.
• Work closely with HR to verify attendance, timekeeping, leave, absences, salary adjustments, commissions, incentives, and approved reimbursements.
• Prepare and review payroll information before submission to external payroll providers.
• Coordinate with external accountants, payroll providers, and authorised signatories to facilitate timely salary payments.
• Monitor payroll deadlines, resolve discrepancies, and maintain confidential payroll records.
• Assist with employee payroll queries and ensure timely resolution.
• Coordinate contractor payment schedules and invoice verification where required.

3. External Accounting, Audit & Compliance

• Act as the main coordination point for external accountants, auditors, bookkeeping firms, and payroll providers.
• Prepare and organise financial documents for accounting reviews, audits, and statutory reporting.
• Support month-end and year-end closing, bank reconciliations, and financial statement preparation.
• Ensure timely submission of required documentation, supporting schedules, and financial records.
• Assist in implementing audit recommendations and improving financial controls.

4. Event Budget Management & Cost Control

• Prepare, monitor, and maintain operational budgets for international conferences and events.
• Track actual expenditure against approved budgets and highlight financial variances.
• Negotiate competitive rates with venues, hotels, suppliers, and service providers.
• Identify cost-saving opportunities while maintaining high event delivery standards.
• Ensure event-related purchases and supplier payments receive appropriate management approvals.
• Support post-event financial reconciliation, cost analysis, and profitability reviews.

5. Conference & Event Operations Management

• Manage operational planning and logistics for IMAPAC conferences, exhibitions, networking events, and workshops.
• Develop event operations plans, venue acquisition plans, logistics schedules, and operational trackers.
• Source, evaluate, negotiate, and secure suitable conference venues and hotels.
• Coordinate audiovisual requirements, catering, accommodation, transportation, registration, exhibition setup, and event materials.
• Work closely with Conference Production, Marketing, Sales, and Event teams to ensure timely completion of operational deliverables.
• Coordinate speaker and sponsor documentation, presentations, workbooks, and event materials.
• Manage external suppliers, venue representatives, and service providers.
• Oversee onsite event operations where required, ensuring professional delivery and timely problem resolution.
• Maintain event and office inventory within approved budgets.

6. Reporting & Process Improvement

• Prepare regular financial and operational reports for Management.
• Maintain accurate records, trackers, expense reports, supplier documentation, and budget updates.
• Identify opportunities to streamline finance administration, payroll coordination, supplier management, and event operations.
• Support the development and implementation of financial and operational SOPs.
• Proactively flag financial, operational, and compliance risks.

Key Performance Indicators (KPIs)

Event Operations

• Develop operations and venue acquisition plans for major events at least 9 months before the event.
• Review operations plans monthly, increasing to weekly reviews from 2 months before the event.
• Secure venues at least 6 months before each event.
• Compile all required speaker and sponsor documentation at least 2 months before the event.
• Ensure event workbooks contain at least 90% of required workshop, white paper, and presentation materials.
• Review supplier terms and costs annually, targeting annual cost increases of no more than 5%.
• Maintain event and office inventory within approved budgets.

Finance & Payroll

• Ensure accurate and timely payroll processing and coordination of employee payments.
• Maintain complete and accurate financial records, reconciliations, and payment schedules.
• Ensure all payments are appropriately documented, verified, and authorised.
• Submit required financial and audit documentation within agreed deadlines.
• Monitor outstanding receivables and proactively follow up on payment delays.
• Identify cost-saving initiatives and improve financial and operational efficiency.

Qualifications & Experience

Essential

• Minimum 3–5 years of relevant experience in finance operations, accounting administration, payroll coordination, event operations, or a combination of these functions.
• Experience with accounts payable, accounts receivable, invoicing, expenses, and payment coordination.
• Practical experience with payroll preparation, timekeeping, and working with external payroll or accounting providers.
• Experience managing budgets, financial records, and cost tracking.
• Experience coordinating suppliers, contracts, vendors, and operational deadlines.
• Strong proficiency in Microsoft Excel and financial tracking systems.
• Excellent organisational, analytical, numerical, and problem-solving skills.
• Ability to manage multiple priorities and maintain accuracy under pressure.
• High integrity, discretion, and confidentiality when handling sensitive financial and employee information.

Preferred

• Experience in B2B conferences, exhibitions, international events, or professional services.
• Familiarity with Xero or similar accounting software.
• Understanding of payroll, National Insurance, pensions, and statutory requirements.
• Experience supporting external accountants, audits, and financial reporting.
• Experience negotiating venue contracts, supplier agreements, and event-related costs.
• Qualification in Accounting, Finance, Business Administration, Events Management, or a related field.

Ideal Candidate

• You are someone who enjoys working with both numbers and people.
• You are comfortable reviewing invoices, preparing payroll information, tracking budgets, negotiating supplier contracts, and coordinating international conferences.
• You are proactive, dependable, detail-oriented, and confident in following through on financial and operational commitments.
• You don't just process transactions or complete checklists — you anticipate challenges, identify cost-saving opportunities, resolve issues, and ensure deadlines are met.

Why Join IMAPAC?

• Take ownership of a varied role combining finance and international event operations.
• Work with global teams and leading companies across biopharma and life sciences.
• Develop expertise in financial controls, supplier negotiation, budgeting, and conference management.
• Contribute directly to operational excellence, cost efficiency, and international conference success.

About IMAPAC

IMAPAC is an international B2B conference and business events company specialising in biopharma, life sciences, and healthcare-related industries.

We connect industry pioneers, researchers, manufacturers, solution providers, and senior decision-makers through high-impact conferences that foster innovation, knowledge-sharing, partnerships, and commercial growth.