Uk Business Administrator

1 week ago

Carlisle, Cumbria, United Kingdom BPD Zenith Limited Full time

Position Description

  • Position Outline: _The position is for an experienced administrator to be responsible for all local financial and administration tasks to feed into the centralized financial processes within the UK. They are responsible for aspects of local interaction with Clients, Suppliers, Employees and government agencies with regard to finance and administration. The position is directly managed by the Global Administration Manager but also reports to and works with the Country CEO and Group Financial Controller when necessary.
  • Group Systems: _The Group currently uses a variety of systems across the globe including Xero, Quickbooks, HubSpot & Microsoft Office 365

Main Tasks:

Core Responsibilities Include (but are not limited to):

Key Responsibilities for Finance:

  • Client Invoicing (compiling/sending invoices, running timesheet reports, dealing with Client/Manager queries, amending Invoices where required, monitoring of Fixed Price projects for invoicing purposes, keeping Invoice records up to date with current totals)
  • Purchase Order monitoring (adding new/closing old PO's on the system as and when required, advising relevant Managers when cover is low/over, dealing with various department queries regarding cover/dates, moving time between PO's when needed, updating PO cover with latest Invoice totals)
  • Supplier Invoicing (receiving/reviewing invoices, dealing with supplier queries, setting up payments, adding invoices to system)
  • Employee expenses (downloading monthly credit card statements, collating monthly expense claims from employees, chasing missing receipts/claims, adding claims to system, submitting OOP payments, calculating VAT for mileage)
  • Preparing, processing and submitting annual PSA & P11d's for UK business to HMRC
  • Running monthly employee reports for Managers review
  • Assisting with Annual Audit when required


 Banking
  • Initiating supplier payments, payroll and other miscellaneous payments when required for Manager approval

Key Responsibilities for Administration:

  • Booking and monitoring employee leave/sick
  • Organising employee travel
  • Maintaining Company/Client records
  • Dealing with Client/Supplier/Management queries
  • Managing Office maintenance and repairs
  • Updating employee HR folders when necessary
  • Recording and filing post
  • Monitoring and actioning info mailbox
  • Booking employee Maximo exams and other training
  • Booking and setting up rooms for onsite meetings
  • Setting up IBM accounts for new starters
  • Preparing and sending out weekly staff activity calendar
  • Monitoring/purchasing equipment for employees and the office
  • Building/Office Health & Safety (Risk Assessments/Housekeeping)
  • Testing and maintaining Fire/Intruder Alarm Systems
  • Arranging Annual Portable Appliance Testing
  • Recruitment (external advertising, monitoring and processing applicant CV's to relevant folders/send to appropriate Manager)
  • Assisting the Global Administration Manager when necessary

Key competencies:

  • Strong skillsets in English & Mathematics
  • Office and/or Administration experience
  • Ability to work with the Executive Management Team
  • Ability to work in a team environment
  • Knowledge of a leading accounts package (although training will be given)
  • Excellent time management skills
  • Excellent Microsoft Skills
  • Strong interpersonal skills for team engagement

Required qualities:

  • Excellent Communication Skills
  • Professional approach
  • Ability to work under pressure
  • Time management skills
  • Excellent attention to detail
  • Flexibility in approach to tasks
  • Desire to learn new skills

Desired competencies:

  • Initiative
  • Tenacity

Person Specification

  • Qualifications:_
  • Subject: Mathematics, English, business related topics e.g. Bookkeeping, Finance or similar.

Level:
School/College exam or equivalent

  • Experience:_
  • Some business administration experience would be useful but not essential
  • Knowledge:_
  • Understanding of office processes and the basics of record keeping, receivables/payables
  • Skills & competencies:_
  • Customer service focused:committed to providing exceptional customer service across all channels written, phone and face to face
  • Communication:the ability to communicate clearly and concisely
  • Attention to detail: excellent attention to detail and written skills when communicating with others, both internally and externally
  • Teamwork: willingness to assist and support others as required, works well with others
  • Time management/organisation: accomplish objectives effectively in an efficient and timely manner
  • Personal attributes:_
  • Professional approach
(essential)

  • Confident manner (essential)
  • Positive approach to change (essential)
  • Willingness to learn
  • Hardworking
  • Other:_
  • Microsoft Word, Excel and Power point (essential / desirable)
  • Acknowledgement of Global Role and the potential for occasional planning to meet timezone restrictions

Job Types:
Full-time, Permanent

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