Job Ref: 212584026

Date: 2020-10-13 12:11:34

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Our client is a market leader in creating digital enterprises through innovative solutions which focus on information, not documents. Their aim is to evolve business processes through automation, no matter where a business is on its digital journey

The Role:

Office Administration/ Management

Providing support to the Directors

Arranging travel and accommodation for employees and Directors

Liaising with clients, suppliers and other staff, screening phone calls, enquiries and requests, and handling them when appropriate

Organising and maintaining diaries and helping arrange appointments

Induction planning for new recruits and arranging training and training materials

Arranging Events and catering

HR Administration – ensuring employee records are kept up to date, issuing employment contracts and job offer letters. New Starter inductions and assist with setting up relevant IT.

Purchases for the office and staff members

Booking courses and training for employees

Finance

Accounts Payable

Accounts Receivable

Credit Control

Maintaining up to date sales contract information (sales and cost of sales) to allow for correct month end processing

Consolidating the monthly pay run spread sheet and processing the payments to ensure our suppliers are paid on time.

Monthly and quarterly reconciliation of Customer accounts.

Raising Recurring Invoices and keeping on top of their renewal dates

General Invoicing

Raising Purchase orders and updating Sales orders using our CRM system Zoho.

Sending Customer Statements

Updating the companys"Bible" ensuring that the information in there is accurate and balances.

Being the first point of contact for Customers and Suppliers regarding any accounts queries.

Collecting Meter readings and billing customers

Assisting with the migration over to Xero.

Keeping the finance system up to date, ensuring accuracy of the data.

Working alongside our sister company when and where necessary to ensure the smooth running of the day to day financial operation.

Any other financial or administration tasks required by management

Payroll

Checking staff hours and managing the holiday planner and temp cover

Making the monthly payments on time

Working out tax and national insurance deductions and setting up new members of staff

Calculating overtime (where required) and issuing tax forms (P45s for example)

Managing special situations like maternity or sickness pay

Preparing or updating employment records related to hiring, transferring, promoting, and terminating

Explaining human resources policies, procedures, laws, and standards to new and existing employees

Ensuring new hire paperwork is completed and processed

Payroll and pensions

Signing off employee expenses

Payroll Car allowance and Salary workings

Submitting documents to HMRC

Sales/Customer Support

Point of contact for customer escalations (non-technical)

Create and maintain accurate customer records

Raising of invoice queries with suppliers on relevant portals

Ordering toners for customers as and when requested

Collating customer printer meter readings on a quarterly basis and ensuring these are billed to the customer.

Managing billing of all contracted customers and resolution of invoice queries.

Assisting with any contract queries and working with suppliers and suppliers regarding any contract/invoicing issues.

Quarterly Reconciliation of customer accounts, ensuring we have correctly billed.

Produce and maintain renewal schedule for customers, making the account manager aware of any upcoming renewals to ensure that they are billed accurately.

The successful applicant:

Proven experience in an Office Management/Finance role

Payroll experience

IT Skills; Outlook, Word and Excel

Numerical and analytical skills

Attention to details and organisational skills

Desire to work in a small team

Ability to work on your own initiative

Ability to hit the ground running

A great team player

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