As the Finance and Administration Officer you will provide the appropriate Finance, Order Administration, Facilities Management and Administrative Support to effectively support the organisation, ensuring all obligations are met, to liaise with external parties such as bank, Auditors, Surveyors, Facilities.
The ideal candidate will need to have previous experience of inputting ledger transactions in a similar role and must be able to work effectively on their own, or as part of a team.
We are a Huddersfield based IT company with a division in Kendal, we have been going for over 35 years and have a strong client base and an employee count of around 38. We have a company provided car park and additional incentives.
Responsibilities & Primary Tasks
Finance:
To provide assistance in the financial procedures, processing in a timely and accurate manner to include:
o Keep financial records and perform financial procedures on a daily basis (e.g., receipts, payments, journals, supplier & customer invoices, requests, petty cash).
o Daily reconciliation and cash flow forecasting for all companies
o Daily production of contract renewal invoicing process
o Ensure expenses are authorised and processed in accordance with agreed procedures
o Maintain the accounting reporting process, ensuring the accuracy and completeness of all ledgers and all supporting documentation and compliance with finance process and regulations.
o Maintain accounting records, ensuring they are complete, accurate, well archived and safeguarded
o Ensure agreed reporting dates are maintained according to our policies and procedures.
o To facilitate the opening of new ledger accounts to the agreed process and for sales, with the approved credit limit, direct debit mandate and payment terms.
o Carry out the agreed debtors chase process reporting back as required
o Reconcile Company Bank Accounts daily
o Resolve accounts queries with relevant parties in a timely manner
o Process payment schedules
o Reconcile Suppliers invoices and statements
o Produce monthly stock figures, reports & reconcile
o Update database contracts
o Month end procedures to achieve company deadlines
Order Administration:
To assist with the order cycle, processing in a timely and accurate manner to include:
o Cover the role and key responsibilities of the Order Administrator as required for holidays and/or absence and provide assistance as the workload varies.
o The order administrator currently purchases stock and receives the deliveries for the company.
Facilities Management:
To manage the companies various facilities and services in and around the building in a timely and accurate manner to include:
o To manage mobile phone agreements & contracts
o To ensure vehicles are maintained including MOT’s & Servicing schedules and ensure cleaning and general maintenance tasks are carried out, included a monthly inspection of the vehicles.
o To assist with financial arrangements like insurance and amenities
o To arrange facilities/maintenance repairs as required
Administrative Support:
To manage and assist in the Administrative Support required around the company to include:
o Meet and Greet visitors to the company appropriately.
o Ensure the reception area is tidy and well maintained.
o Maintaining an effective filing system with the shredding of documents falling out the document life cycle process.
o Ensure the Company’s kitchen facilities are maintained daily.
o Ensure the Company Kitchen Supplies are effectively purchased, stocked and monitored.
o Handle any calls falling out of the automated phone system to ensure excellent customer care.
o Develop and maintain effective office systems (e.g., office maintenance, fixed assets, supplier contact), ensuring these are consistent with our operating requirements.
o Ensure staff handbook is printed and stored (3 copies – replenishing as required)
o Ensure Company Stationery supplies are stocked and replenished, and the agreed items are reviewed quarterly with the Head of Finance and Administration and/or a member of the Senior Team.
Essential Skills and Experience;
2 years experience of finance tasks in a busy finance and admin office
Accounts knowledge
Ability to prioritise to meet tight deadlines
Knowledge of Fixed Asset registers & Depreciation
Cash flow management
Excel skills with min of common formulas
Desirable Skills, Qualifications and Experience;
AAT qualifications
Experience of submitting VAT returns Including VAT 101 reports to HMRC
