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Bookkeeper and Office Administrator

2 months ago

Luton, United Kingdom Really Creative Media (RCM) Part time

Bookkeeper and Office AdministratorThe Company

Really Creative Media is a team of digital and production experts, specialising in visual production for live broadcast, events and concert touring sectors. Working with international music artists, event agencies, broadcast and theatre clients, RCM creates live performance visuals, digital media and provides technology solutions. RCM has offices in both London and Luton producing projects that are experienced worldwide.

16 hours per week

Bookkeeper (Xero) / Office Administrator

Reports To: Managing Director

Overview:

This part time role involves 16 hours per week in general, ideally arranged as 4 hours per day, four days a week between Monday and Friday.

This key support role involves taking responsibility for:

  • bookkeeping and accountancy duties

  • Keeping all financial systems and records accurately up to date.

  • Providing financial reporting information as required.

  • Providing general administrative support to the team.

Specific Roles and Responsibilities:bookkeeping:

  • Taking responsibility for the efficient and timely operation and management of accounting, book-keeping and reporting functions.

  • Taking overall responsibility for the management and operation of sales ledger, purchase ledger and nominal ledger functions. Take responsibility for the completion of bank reconciliations, transaction entries, journal entries etc., on a day-to-day basis.

  • Processing and issuing of supplier payments via payment software, including issuing of remittance advice.

  • Preparation of basic monthly accounts and financial reports as required by the Directors, in a timely fashion at month-end. Explanation and identification of any exceptional items, to be brought to the Directors’ attention.

  • Perform and manage comprehensive and consistent month-end routines, policies and procedures, as directed.

  • Provide input as required to the process of budgeting and forecasting.

  • Communicate with suppliers where purchase invoice queries exist and resolve discrepancies.

  • Undertake the preparation and submission of VAT returns through Xero.

  • Process monthly payroll through Xero and issue of payment remittance to staff.

  • Take responsibility for credit control function and decide on course of action to be taken with problem debtors. (in conjunction with Directors)

  • Creating and Issuing Sales Invoices from Xero, ensuring correct sales nominal codes and department codes are used.

  • Keep Supplier and Customer details up to date and in a consistent format on Xero ledgers.

  • Maintain a neat and orderly filing system of all of the company’s financial records.

  • Undertake bank reconciliation on Xero.

Office & Administrative:

  • Provide administrative support and assistance to the Directors as well as other staff, including assistance with making appointments, travel / hotel arrangements etc.

  • Assist with the pre-production elements of the company’s event projects, including booking suppliers, issuing purchase orders and booking accommodation and travel.

  • Answer and handle incoming telephone calls in a professional and polite manner.

  • Manage visitors to the Company’s premises. Greet and welcome visitors, act as first point of contact, whilst visitors wait for appointments etc.

  • Maintain stock levels of office supplies (stationery, tea, coffee, cleaning supplies etc)

  • Maintain a clean and presentable working environment within office and public spaces.

  • Provide support to the Directors, in other aspects of the business’s activity, as required, requested and directed.

  • Keep all work related information confidential and acting in a professional manner at all times, in all work and industry-social situations.

  • Identify any areas of our operation where you believe training and additional skills may be required or benefit yourself or the business.

  • Ensure that the Company’s policies, rules, procedures and obligations are observed in carrying out the above duties.

Representing the Company:

  • This role is truly a "public face" of the company. It is vital that you deal courteously with, customers, visitors, callers and the public at all times and represent the company and its reputation in an impeccable manner.

  • Maintain a good level of personal appearance, dress and cleanliness.

  • A generally cheerful demeanour, engaging personality and sense of humour would be a huge advantage in making a success of this role.

Skills, Qualities and Qualifications Required:

  • "Qualified through experience" bookkeeper, AAT qualified, or Part Qualified ACA, ACCA or CIMA accountant

  • Strong team working and interpersonal skills, with the ability to be flexible and adaptable within the environment of a small team.

  • Broad background and track record in the accurate operation and performance of bookkeeping and basic management accounting functions within a small business.

  • Educated to a good level with academic qualifications in Maths & English.

  • Fluent English speaker, with good telephone manner and strong spoken language skills.

  • Demonstrably numerate, articulate and experienced in all areas of accountancy and business administration.

  • Strong communication skills, oral and written.

  • Sound IT skills. Willing to embrace new technologies. Intermediate user of Google Sheets or Microsoft Excel and proficient, experienced and competent user of Xero accounts software specifically.

  • Methodical and motivated individual, with passion for accuracy and excellence.

  • Proactive, self-motivated individual capable of working on their own initiative in a constantly changing and pressurised environment and fast developing company.

The above list of duties and responsibilities is not intended to be exhaustive.

Employees are expected to adopt additional tasks when required. These tasks will be in keeping with the general profile of the role.