Job Description: Finance Assistant / Receptionist
Job Title:
Finance Assistant / Receptionist
Department:
Finance
Reports to:
Finance Manager
Works closely with:
Customer Service Team, Finance Team, Senior Leadership Team, Line Managers
Location:
Redhill Office
Salary:
£26,000 per annum
Role Overview
Chaotic is seeking a friendly, organised, and proactive Finance Assistant / Receptionist to provide first line communication and support to customers, visitors, and staff. This role combines finance administration, reception duties, and general administrative support, ensuring efficient handling of payment enquiries, smooth office operations, and a welcoming front of house presence.
You will manage payment queries via email, approve invoices in line with policy, and collaborate with the Customer Service team to ensure families and partners receive clear, accurate, and timely support. In the Redhill office, you will also act as the first point of contact for visitors, creating a professional and positive experience.
Key ResponsibilitiesFinance Administration
* Manage the payments inbox, acting as the frontline contact for customer email enquiries, responding promptly and professionally.
* Approve invoices in line with organisational procedures.
* Maintain accurate records of invoice approvals and payment communications.
* Collaborate with the Customer Service team and Finance Manager to resolve queries effectively.
* Support the Finance Manager with basic reporting and administrative tasks.
Reception & Office Support
* Act as the first point of contact for visitors and customer emails, ensuring a welcoming and professional experience.
* Manage reception duties including emails, visitor sign-in, and maintaining a safe and organised reception area.
* Assist with office coordination, such as meeting scheduling, room bookings, and supplies.
General Administration
* Provide administrative support to other teams when needed.
* Assist with organising meetings, training sessions, and staff events.
* Support the coordination of internal communications and general office systems.
* Carry out ad hoc administrative tasks to ensure smooth running of operations.
Collaboration & Reporting
* Work closely with Customer Service to provide clear information to families and partners.
* Escalate urgent or complex payment issues to the Finance Manager promptly.
* Contribute to improvements in finance communication and office systems.
Key Skills & Requirements
Essential
* Proven experience in administration, reception, or customer service roles.
* Confident communicator with excellent interpersonal skills.
* Strong organisational ability and attention to detail.
* Proficiency in Microsoft Office (Outlook, Excel, Word).
* Ability to balance finance, reception, and admin support tasks effectively.
* Friendly, approachable, and professional manner with customers and visitors.
* Ability to work independently as well as part of a team.
Desirable
* Experience in finance-related administration (e.g. invoice handling, payment enquiries).
* Previous experience within the charity, education, or SEND sectors.
* Knowledge of data protection and confidentiality best practice.
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