Job title Logistics and Admin Coordinator Reports to Finance Manager JOB PURPOSE We are seeking a detail orientated and proactive Logistics and Administrative Coordinator. The successful candidate will carry out a varied role and be responsible for supporting the business by managing freight documentation, assisting with logistics coordination, handling financial administration tasks and general admin activities. MAIN DUTIES AND RESPONSIBILITIES Logistics & Freight Coordination Coordinate domestic and international freight shipments Prepare, check, and process freight and shipping documentation (e.g bills of lading, customs declaration, invoices) Laise with freight forwarders, shipping companies and suppliers Prepare monthly declarations to Revenue and Customs via the Intrastat System Financial: Processing of invoices, payments and month end close for Sales Ledger/Purchase Ledger Complete monthly reconciliations on all control accounts including bank accounts, cash accounts and analysis of all revenue items and reconciliation to Ledgers Preparation and reconciliation of Aggregate Levy Return for submission Calculating and processing weekly payments for wages using Brightpay Manage the accounts payable function, ensuring all invoices are posted at months end Preparation and reconciliation of monthly PAYE returns Preparation and reconciliation of Intrastat for ROI Preparation of Financial Accounts/Producing Year End Accounts Preparation of Monthly & Quarterly Management Accounts; Profit & Loss Statement/Balance Sheet/Cash Flow statements Preparation of Profit & Loss projections/ cash flow forecast Follow-up and respond to E-mails in a timely manner Prepare and send invoices Assist in the preparation of monthly reports Handle and record cash transactions Follow up on outstanding invoices for payment Update expense reports Communicate with clients regarding queries with invoices or other payment matters and ensure to respond in a timely manner Update spreadsheets and databases for internal accounting as part of the record-keeping system General Provide general admin support as and when required Arrange travel requirements such as booking of ferries for our drivers Ensure the necessary export documentation is in place prior to travel being undertaken by drivers Prepare travel itineraries for drivers The list of duties/responsibilities must not be considered comprehensive nor exhaustive. They are simply a summary of the main duties/responsibilities that the post holder will be required to undertake. No Job Description can cover every issue that may arise within the post at various times and the post holder is expected to carry out other duties from time to time which are broadly consistent with those in this Job Description and are within the post holder capability. PERSONNEL SPECIFICATION JOB TITLE: Logistics & Admin Coordinator Notes to applicants: You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria. Shortlisting will be carried out on the basis of the essential criteria set out below, using the information provided by you on your application form. Please note we reserve the right to use any desirable criteria outlined must clearly demonstrate on your application form how you meet the desirable criteria. Proof of qualifications and/or professional registration will be required if an offer of employment is made if you are unable to provide this, the offer may be withdrawn. Where we are unable to fill the post with applicants who do not meet the criteria set out below. We will consider applicants who have some understanding of the accounts system and who have a willingness to learn and develop into the role with appropriate training provided. ESSENTIAL CRITERIA The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below. Experience, Qualifications, Registration 2 years experience in a similar role as an Accounts Administrator Experience of using SAGE Experience in calculating weekly pay Experience in using a payroll software Proven experience of working with Intrastat system Working knowledge of basic bookkeeping procedures Familiarity with finance regulations Ability to handle sensitive, confidential information Computer literate with sound working knowledge of MS Office package (or similar) and competent IT User Knowledge, Skills, Abilities Possess excellent communication skills both verbally and written Ability to manage your own workload. To be a team player with good interpersonal skills and a collaborative mindset Have ability to manage your time well and prioritise Possess exceptional attention to detail Effective organisation skills A flexible approach, professional attitude and the ability to ensure confidentiality Willingness to learn Experience of logistics or freight administration is preferred however training will be offered. DESIRABLE CRITERIA Desirable criteria will ONLY be used in the event that we receive a substantial amount of applications, desirable criteria will be used to shortlist. You should therefore make it clear on your application form how you meet these. Failure to do so may result in you not being shortlisted. Other (e.g. Knowledge Skills Abilities) Qualification in Accounting, Finance or relevant field Experience of working in a busy office environment Qualifications in Business or Administration