Job Description
We are recruiting a Finance Assistant for our client in Aberdeen.
This is a permanent role, full training will be provided.
To process client invoices and payments from them, process all supplier invoices and payments to them. To provide administrative support for other miscellaneous finance matters and administration duties in support of the management of jobs for clients.
General
- Comply with Company Policies, particularly Health & Safety
- Undertake any tasks directly requested by the Management Team
- Perform other related and miscellaneous duties as required, in addition to the list below
- Undertake training (in-house or accredited courses) as required
Accounts Receivable
- Raise and issue sales invoices, post them in the accounting system
- Log payments received and update records
- Follow up on outstanding payments with clients
- Monitor bank statements and record bank transfers
- Create client statements
- Check that client purchase orders are correct
- Raise credit notes when required
- Chase missing or late purchase orders from clients
- Prepare invoice back up, detailing labour and material costs
- Use ConnectWise Helpdesk – upload invoices, update status, identify required tasks
Accounts Payable
- Process all invoices from suppliers, including utilities
- Write cheques and remittance advice notes, keeping accurate records of all payments made
- Set up Direct Debits
- Set up accounts with new suppliers
- Process receipts for expenses and materials purchased, and process reimbursements
- Reconcile payments made with supplier account statements and check that cheques have been cashed
- Handle telephone or email enquiries and complaints from suppliers
Accounting / Payroll / Contracts / Insurance
- Liaise with accountant as needed (e.g. for payroll, tax returns)
- Print and post staff payslips
- Assist with preparation of VAT documentation
- Record wages/salaries in the accounting system
- Maintain and process paperwork and payments for insurance policies (e.g. Public Liability insurance)
- Organise/file paperwork for supplier and client contracts
- Process CIS payments/discounts on client and supplier invoicing
- Perform bank reconciliation
- Vat returns
- Support company year-end process
Winter Maintenance
- Submit costs to clients
- Raise invoices, track costs, check purchase orders
- Reconcile site paperwork with incoming invoices
Personnel
- Assist with recruitment – write job adverts, job descriptions, shortlist CVs, attend interviews
- Liaise with employment agencies (when necessary)
- Assist with maintaining accurate employee records (e.g. training, holidays, attendance, illness, return-to-work forms
- Prepare payroll hours worked and forward to accountant
General Administration
- Handle incoming and outgoing mail, and respond to enquiries
- Support with Helpdesk, filing, scanning, staff timesheets, service tickets
- Order office supplies
- Maintain records of stock and materials, as required
- Maintain vehicle records/payments – MOT, road tax. etc.
Desired Qualities/Qualifications
Skills and Knowledge Required:
- Ability to communicate effectively in English – written and verbal
- Excellent problem solving skills
- Ability to prioritise tasks
- Ability to work independently with minimal supervision
- Accuracy in handling numerical and financial data
- Good customer service skills
- Ability to work well as part of a team
- Strong time management
- Microsoft Office – Knowledge of Outlook, Word and Excel
- Basic Knowledge of Connectwise database system
- Ability to effectively train new staff in the tasks listed above
- General awareness of business needs
- Basic knowledge of VAT
- Basic knowledge of end of year tax returns
Personal Attributes Required:
- Honesty and Trustworthiness
- Respect for clients and co-workers
- Positive, courteous, and professional manner when dealing with clients (commercial or domestic), in person or by phone
- Ability to remain calm under pressure
- Good decision-making skills
- Ability to handle repetitive or challenging tasks
- Flexibility
- Strong work ethics
- Proactive approach to overall office workload
- Cultural awareness and sensitivity
Systems and Equipment Used:
- Microsoft Office (Outlook, Word and Excel)
- Connectwise database system (Helpdesk)
- Printer, photocopier, scanner, laminator, shredder