Kaori Tokuno

Accounts Management

• Maintain and update financial records and ledgers.
• Process invoices, receipts, and payments.
• Handle all sales invoicing processes:
• Discuss with Coder for the smooth processing and update the system accordingly
• Coordinate with team and coder to faster process
• Ensure accurate coding and pricing
• Check patients’ details
• Raise invoices and generate supporting documents
• Submit to the relevant departments
• Monitor and ensure timely processing
• Liaise with NHS receivables:
• Respond to invoice queries and data mismatches
• Seek clarification and liaise with internal teams
• Maintain a strong working relationship with NHS accounts teams
• Regularly chase for invoice approvals and payments
• Request support in expediting payment processes
• Manage purchase invoice input:
• Cross-check with Clinicians’ records
• Make sure the table is up-to-date
• Check with suppliers statements and make sure the outstanding figure is correct
• Chase purchase invoices if not received
• Follow up on missing Clinician updates
• Input and securely store all data
• Conduct bank reconciliations on 7 accounts on Xero - 3 Natwest account, Tide x2 (one struggling), Revolut & FlexAble (in progress) and handle discrepancies
• Reconcile transactions with supplier and clinician statements
• Reconcile money transfers
• Chase accurate data for correct reconciliation
• Contact team for verification where necessary
• Chase/Input/upload the expenses invoices on Xero
• Handle accounts payable and receivable
• Send remittance advices and chase outstanding receipts/invoices
• Liaise with suppliers/clinicians:
• Confirm when payments are made
• Provide remittance or bank confirmation
• Maintain consistent communication for smooth financial operations
• Manage private patient payments:
• Contact and follow up (typically 4–6 calls per case)
• Liaise with Celvion
• Receive/chase payments and issue receipts
• Update private patient sheets, including manual data input from Zanda
• Execute and log payments:
• Process payments online app or Bankline (manual process taking 15–20 mins per transaction session)
• Make sure the banking information is updated and correct
• Communicate payments to both internal teams and external recipients
• Handle purchase orders:
• Raise (sometimes) and approve POs
• Liaise with team members
• Create corresponding invoices
• Issue payment and send confirmations
• Assist in preparing financial statements and reports.
• Liaise with FlexAbl
• Help them chase the invoices
• Keep record of what they have been paid
• Create/upload and forward the necessary documents for factoring
• Apply and confirm the drawdown
• Send the relevant information/documents when needed (regularly) after consulting COO
• Support year-end accounts:
• Work with accountant (Mehta)
• Review 120+ pages of nominal codes multiple times
• Respond to detailed financial queries

Additional Projects (From Mid-January)

• Updated Sage HR and accounting system
• Corrected Errors on both Sage and NEST
• Arranged with Mehta and HMRC regarding the dormant corporation application
• Implement Sage access for all employees
• Aim to roll out timesheet and holiday approval features via Sage App (Facing some challenges - still in process)
• Ensure all staff are informed and updated on NEST enrolment
• Developed a pay exemption sheet for clearer visibility
• Coordinate with invoiced staff to ensure accurate submissions
• Came up with more efficient and accurate way to make Cash flow forecast
• Liaise with Team and support Coder to ensure the best and efficient way to invoice
• April/May/June:-
• reconciled and corrected historical invoice entries across all the bank accounts
• Re-input some removed invoices and made sure that is up-to-date
• Supported the Farrier House setup, completing documents and Direct Debit forms for Wellness Ltd, setting up Revolute accounts for wellness Ltd
• Coordinate with Jody with various payments
• Supporting Justin with relevant information
• Learning how to properly use Xero and updating the ledger

Finance Admin

• Maintain financial records and ledgers, ensuring accuracy and relevance
• File and organise financial documents and reports
• Build and maintain cashflow and forecast charts
• Regularly adjust for real-time changes and unexpected payments
• Monitor daily cash balances
• Follow up with directors for payment approvals
• Keep eye on all emails being sent to COO (regarding payments) and alert/remind COO of any missing replies
• Communicate with Suppliers/Clinicians when email replies are missing (or when I am not aware) from COO
• Ensure all payment approvals are communicated among Directors for unified decisions
• Drafting and sending detailed email communications to suppliers/clinicians (often time-consuming due to verification of figures and prior correspondence - mainly takes 20 mins or more for each email)
• Maintain open and professional communication with: FlexAbl, NatWest, HMRC etc
• Respond to emails/letters from HMRC/FlexAbl/NatWest
• Liaised with HMRC to negotiate and arrange new VAT/Corporate payment plans to manage cash flow and ensure continued compliance.
• Negotiated revised PAYE payment arrangements with HMRC, including proposing phased repayment structures tailored to the company’s financial position.
• Renegotiate terms with suppliers and clinicians as needed
• Keep proactive records of finance-related agreements
• Remain available after hours/weekends to process urgent payment requests or updates from the COO/directors

Payroll & HR Support

• Handling the telephone/mobile connections and enquiries
• Process payroll for all employees, ensuring timely and accurate payments
• Prepare and verify payroll sheets
• Calculate and process employee deductions, etc
• Input PAYE and personal information for new starters in Sage
• Check when the information given is incorrect
• Maintain payroll records, including employee information, timekeeping, and deductions
• Update PAYE data when informed by HMRC
• Ensure accurate entry of hours and pay for all PAYE staff
• Respond to payroll queries from employees and correction requests
• Manage NEST data entries and contribution updates
• Guide staff on using Sage and accessing relevant features
• Communicate with Debt collectors/HMRC for any employee issues

Supplier/Agency & Clinician Relationship Management

• Build and maintain strong relationships with suppliers and vendors to ensure quality and reliability
• Collaborate with internal teams to determine purchasing needs and specifications
• Provide guidance to team members on purchasing processes and best practices
• Monitor correspondence to the COO and respond where appropriate
• Keep records of commitments and agreements made
• Handle difficult communications from suppliers/clinicians/agencies with professionalism and empathy
• Navigate and mitigate calmly and strategically, the tense situation we have been put in
• Make sure to answer and reply to all messages and phone calls rom Supplier/Clinicians/Agencies
• Respond to after-hours queries or urgent requests via calls, emails, or WhatsApp
• Maintain a unified company front in all communications
• Build and foster trust with suppliers/clinicians/agencies through consistent and respectful engagement

• Handled all Bookkeeping/Accounts Receivables/Accounts Payables and Sales Invoicing
• Cultivated strong client relationships, fostering trust and loyalty.
• Streamlined internal audit processes to ensure compliance with regulatory standards.
• Enhanced operational efficiency by advising on finance management best practices.
• Prepared detailed financial forecasts to improve strategic planning.
• Coordinated monthly, quarterly, and annual budget reports to support decision-making.
• Implemented advanced accounting procedures, increasing financial accuracy.
• Installed and reconciled three years of bank transactions using new billing system, Xero.
• Resolved escalated customer/supplier/agencies/clinicians issues, enhancing retention through effective communication.
• Ensured timely billing cycles to optimise cash flow management.
• Established strong rapport with customers, fostering trust and loyalty.
• Performed regular account reconciliations for improved financial management accuracy.
• Demonstrated professionalism whilst handling sensitive situations involving overdue payments.
• Consistently met deadlines for monthly closing of accounts receivable ledgers, enhancing organisational productivity.
• Developed strong relationships with customers to facilitate smooth transactions and debt collection efforts.
• Conducted routine ledger checks, ensuring all posted data is accurate across various finance systems.
• Fostered positive relationships with debtors; resulted in timely payments and reduced outstanding debts.

• Influenced company direction through key input in strategic decision-making meetings.
• Implemented new financial systems to enhance data accessibility and reliability.
• Prepared regular cash flow reports, facilitating improved fund allocation.
• Managed cash flow and liquidity to mitigate risks and ensure financial stability.
• Streamlined financial procedures, reducing errors and improving accuracy.
• Oversaw audits of 120-page nominal ledger, ensuring data accuracy and recommending improvements.
• Applied advanced Excel skills for efficient analysis of large data sets.
• Facilitated capital-raising initiatives to support business expansion efforts.
• Also taken the role of Bookkeeping, Accounts receivables, Accounts payables, and Sales Invoicing.

• Resolved discrepancies in accounts, improving overall financial management.
• Conducted regular inventory checks, ensuring accuracy in stock valuation.
• Maintained confidentiality over sensitive information, fostering trust between company and clients.
• Maintained an up-to-date filing system for easy retrieval of documents.
• Streamlined company's financial data for easier access and retrieval.
• Ensured timely payment of bills and supplier invoices to avoid late fees.
• Improved accuracy in ledger entries by meticulous record keeping.
• Processed customer invoices, ensuring prompt payment cycle.
• Maintained accurate financial records by processing invoices, receipts and payments.
• Performed bookkeeping tasks to ensure smooth running of business operations.
• Assisted in annual audit process with detailed preparation of necessary documents.
• Resolved discrepancies to balance books and maintain correct accounting records.
• Checked invoices against work performed to verify accuracy ahead of payment.
• Prepared and processed supplier payments to maintain supply chain activity.
• Implemented timely prepayments and accruals, maintaining efficient payroll activity.
• Verified invoices against purchase orders to support smooth execution of month-end processes.
• Resolved invoices queries and raised credit notes by communicating clearly and professionally.
• Created and edited spreadsheets to present complex data using Microsoft Excel.
• Processed transactions by assessing accuracy and completeness of information.
• Created an excel system and put together all the past few year's accounts and purchase order accounts.

• Streamlined communication processes for improved team collaboration.
• Established successful partnerships with other companies for mutual growth.
• Delivered results under pressure to meet tight deadlines.
• Oversaw all aspects of daily operations, ensuring smooth running of the organisation.
• Maintained compliance with industry regulations at all times.
• Achieved customer satisfaction with regular feedback and improvement sessions.
• Led company-wide restructuring to streamline operations.
• Established a positive work environment which promoted staff morale and productivity.
• Successfully negotiated contracts with suppliers to reduce costs.
• Identified new business opportunities, leading to market expansion.
• Fostered a high-performance culture, resulting in increased productivity.
• Identified and resolved operational issues impacting productivity, performance or profitability.
• Directed day-to-day work of [Number] employees and motivated teams to exceed objectives.
• Maintained organisational compliance with applicable legislation and regulations.
• Allocated resources to teams and projects based on need, performance and availability.
• Worked with board of directors to establish objectives and decisively lead operations.
• Developed robust client relationships for improved business growth.
• Managed key accounts, resulting in consistent revenue generation.
• Coordinated promotional campaigns to boost brand visibility.
• Mitigated potential risks effectively, safeguarded against possible pitfalls within projects.
• Expedited issue resolution to minimise delays in project timelines.
• Delivered high-quality results whilst adhering to strict deadlines and budget constraints.
• Fostered a positive work environment, enhanced team productivity substantially.
• Identified risks, implemented mitigation strategies for secure project outcomes.
• Guided the development of project objectives, established clear performance expectations.
• Implemented quality control measures, ensured adherence to standards.
• Developed comprehensive project plans for successful execution and delivery.
• Delivered products and services in line with agreed arrangements and contracts.
• Managed contract negotiations between clients, seeking mutually beneficial outcomes.
• Negotiated contract terms for maximised client benefit and profit.
• Organised travel accommodations for clients with air or train transport and overnight bookings.

• Provided after-sales support, enhancing customer satisfaction and loyalty.
• Educated customers about product features and benefits, driving informed purchasing decisions.
• Promoted up-sell opportunities during customer interactions, boosting overall revenue generation.
• Fostered strong customer relationships through exceptional service.
• Enhanced brand visibility by participating in trade shows and conferences.
• Maintained thorough records of all sales activities to ensure transparency.
• Conducted market analysis to anticipate future trends and adjust strategies accordingly.
• Identified potential leads, resulting in improved sales performance.
• Tailored pitches according to individual consumer preferences to increase conversion rates.
• Coordinated with logistics team for timely product deliveries, ensuring customer satisfaction.
• Resolved customer concerns promptly to maintain satisfaction.
• Built lasting relationships with clients through customer service interactions.
• Helped resolve client problems quickly with superior customer service.
• Maintained routine communication with clients to assess overall satisfaction, resolve complaints and promote new offerings.
• Responded to telephone and in-person requests for information.
• Contacted satisfied customers to offer additional services.
• Set up appointments with potential and current customers to discuss new products and services.
• Accounted for all inventory and ordered new stock.
• Completed customer searches to generate new leads.
• Developed new business by networking with valuable customers.
• Presented latest merchandise to prospective buyers.
• Built rapport with new and existing customers to boost client retention.
• Delivered exceptional customer service, addressing customer queries and handling customer complaints.
• Placed customer orders, providing guidance on product delivery timeframes.
• Communicated with potential and existing customers in-person, over telephone and via webchat.
• Maintained quality assurance standards for all products and services.
• Negotiated best-possible prices for maximised profit levels.
• Demonstrated product features and functions to engage potential customers.
• Built rapport with new and existing customers from diverse cultural backgrounds to maximise sales opportunities.
• Analysed and audited market competition, developing sales strategies that showcase unique business offerings.
• Devised pitches and presentations targeted to client needs for improved deal closing.

• Delivered exceptional after-sales service, encouraging repeat business.
• Assisted customers with product selection for optimal satisfaction.
• Collaborated effectively with team members to meet sales targets.
• Ensured stock replenishment in a timely manner to maintain product availability.
• Addressed customer needs promptly, resulting in positive feedback and loyalty.
• Conducted daily inventory checks to manage stock levels accurately.
• Balanced multiple tasks simultaneously whilst maintaining high-quality customer care.
• Utilised excellent communication skills to provide detailed product information.
• Listened to customer needs and preferences to provide targeted advice, increasing sales opportunities.
• Resolved customer complaints and process issues with proactive problem-solving skills.
• Guaranteed high levels of customer satisfaction through product knowledge and attentive service.
• Conducted stock checks, faced-up shelves and recorded out-of-stock items to fulfil customer demand.
• Updated product labelling and pricing to reflect discounts and offers.
• Collaborated with sales managers to meet target quotas.
• Went above and beyond by helping customers to locate stock, making bespoke orders where possible.
• Prepared invoices for customers with large orders or special sales types.
• Coordinated international shipments ensuring seamless transfer of goods across borders.
• Resolved issues related to customs clearance, facilitating smoother operations.
• Managed financial transactions pertaining to imports maintaining accurate financial records.
• Developed contingency plans for possible disruptions in the supply chain minimising overall impact on business operations.
• Kept up-to-date knowledge on trade tariffs and legislation changes affecting import business significantly.
• Collaborated with logistics team to ensure timely delivery of goods.
• Maintained detailed records of all import transactions providing a clear audit trail.
• Managed relationships with overseas suppliers for improved product quality.
• Ensured compliance with import regulations by coordinating documentation processes.
• Liaised with customers and other departments to plan timely transportation of goods.
• Tracked storage levels and controlled stock to meet supplier requirements and fulfill contract terms.
• Adjusted inventory levels to keep obsolescence and cost low.
• Planned logistics across international boundaries to reliably meet delivery requirements.
• Administered expenditure, preventing budget overages with successful control strategies.
• Managed resources to yield high Return On Investment (ROI), raising cost-effectiveness.

• Drafted official letters, memos, invoices and other documents to maintain professional communication standards.
• Organised high-level meetings involving key company executives; ensured their successful execution.
• Streamlined office operations for enhanced efficiency by implementing well-organised filing systems.
• Facilitated smooth business meetings with meticulous preparation of agendas and meeting spaces.
• Coordinated company events, fostering a positive work environment.
• Conducted comprehensive research; provided accurate information for strategic planning.
• Screened incoming phone calls and relayed detailed messages.
• Kept files organised and up-to-date for accurate record-keeping purposes.
• Drafted documents and reports for management review.
• Photocopied and printed presentations and reports for meetings.
• Prepared professional business correspondence on behalf of senior staff and organisation.
• Scheduled meetings, conferences and appointments.
• Wrote business correspondence and technical letters.
• Documented conferences, meetings and appointments with verbatim reports.
• Booked flights and hotels for domestic and international meetings.
• Facilitated international business meetings for effective cross-cultural understanding.
• Fostered cultural understanding by delivering professional tour guide interpretations to foreign visitors.
• Accompanied CEO on overseas trips as personal interpreter ensuring smooth communication with foreign counterparts.
• Proofread and edited translated documents to enhance their accuracy and readability.
• Provided simultaneous interpretation to ensure uninterrupted flow of high-level conferences.
• Bridged language gaps during diplomatic events, promoting smoother international relations.
• Verified and edited existing translations for content consistency with original message.
• Studied language vocabulary, cultural background and environment-specific terms to develop and maintain advanced linguistic abilities.
• Retained correct meaning of original documentation, choosing optimal words, phrases and voice to convey same style of writing.

Relocated to U.K. from Japan

• Maintained thorough records of all sales activities to ensure transparency.
• Participated in team-building activities, promoting a harmonious work environment.
• Optimised sales presentations using persuasive communication techniques.
• Fostered strong customer relationships through exceptional service.
• Identified potential leads, resulting in improved sales performance.
• Expanded client base through targeted outreach initiatives.
• Tailored pitches according to individual consumer preferences to increase conversion rates.
• Reached out to prospective customers and warm leads to establish friendly, professional relationships.
• Responded to telephone and in-person requests for information.
• Generate reports on sales, providing relevant information to track sales progress and inform future strategies.
• Set up appointments with potential and current customers to discuss new products and services.
• Built rapport with new and existing customers to boost client retention.
• Improved new business using targeted door-to-door selling.

• Updated company databases regularly for accurate record-keeping.
• Quickly learned and applied new skills to daily tasks, improving efficiency and productivity.
• Worked flexible hours, covering nights, weekends and bank holidays.
• Consistently arrived at work on time and ready to start immediately.
• Completed duties to deliver on targets with accuracy and efficiency.
• Carried out day-to-day duties accurately and efficiently.
• Oversaw all stages of the patent application process, ensured timely filings.
• Conducted research on local political developments for sound decision making.
• Liaised with foreign counterparts, fostering better cooperation and understanding.