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 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
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
General: 20%
- Assist with general office maintenance including the tidiness of kitchens and meeting rooms
- 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 drive and have own car
- Able to travel to the office 5 days per week
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