Job Purpose:
Provide accounting and business support to the office and employees to ensure smooth daily operations.
Responsibilities:
The candidate will be responsible for, but not limited to, the below tasks:
Accounts: 45%
* Able to follow weekly and monthly routines to hit deadlines
* Submit invoice and expense claims to bespoke database
* Check claims are within policy and are supported by the necessary approvals
* Check invoice entries are accurate with correct accounting codes, department splits and budget codes
* Push system for approvals if required
* Prepare weekly payment runs
* Close paid invoices on internal expense and invoice systems
* Update internal bank statement spreadsheet with invoice numbers once or twice weekly or as required
* Send invoices to external Accountant by Dropbox weekly or as required
* Carry out internal controls by running monthly reports (mileage, mobile phones, HQ invoices, etc)
* Maintain spreadsheet detailing expenses for HQ employees monthly
* Maintain spreadsheet detailing employee gifts and employee entertainment costs monthly
* Resolve differences on monthly Accounts Payable report
* Review HQ statements and resolve queries
* Assist the Office and Finance Manager with provision of the data for the annual budgets
* Ad hoc query resolution
Travel: 35%
* Bespoke expense system - confirm trip requests daily, add and remove employees
* Ensure travel approvals are in place and processes are being followed
* Book travel within company policy – flights, hotels, Eurostar, etc
* Manage group bookings – record and analyse related costs by employee for Accounts submission
* Ensure travel invoices are submitted to Accounts supported by the necessary approvals
* Maintain spreadsheet detailing travel bookings for each month
* Ad hoc query resolution
General: 20%
* Assist with general office maintenance including the tidiness of kitchens and meeting rooms
* Order stationery, business cards, printer supplies
* Order office consumable supplies (coffee, tea, milk, snacks, etc) and assist with incoming deliveries
* Order gifts/vouchers for employees (weddings, births, leaving, etc)
* Order miscellaneous items as requested by the wider team. e.g. specialist couriers, sim cards, IT equipment, etc.
* Provide hospitality catering for meetings (may require office attendance vs WFH)
* Organise Christmas Party, Summer Event and restaurant lunches and dinners, etc.
* Obtain quotes for office equipment and services
* Apply system budget applications for entertainment and office expenses by presenting proposals and comparisons via Excel and Powerpoint
* Assist with updating the People List and Desk Plan providing copies for new starters.
* Stock room/team cover for holidays and absences (may require office attendance vs WFH)
* Assist Office & Finance Manager with ad-hoc tasks and projects
Experience/Skills
* At least 5 years’ experience working in Office Administration
* Experience of business finance systems an advantage, particularly Accounts Payable
* Good numeracy and Excel skills
* Excellent attention to detail/accuracy
* Excellent interpersonal skills
* Previous experience of booking travel is essential
* Team Player
* Able to perform multiple tasks under time pressures
* Able to take ownership and responsibility
* Able to engage across all levels and all functions
* Good verbal and written International English skills
* Able to negotiate effectively
* Able to drive and have own car
* Able to travel to the office 5 days per week