Accounts Office Assistant

1 week ago

Maidstone, United Kingdom Reed Full time
Accounts Office Assistant
  • Job Type: Permanent and full time
  • Location: Yalding
  • Salary: Up to £28,000pa
  • Working Arrangements:  Office based

We are currently seeking an Office and Accounts Assistant to support our clients administration and financial processes. This role involves conducting office administration and generating reliable, transparent, and timely administrative and financial information as required. The successful candidate will support the Office Manager and work closely with the Senior Management Team.

Day to Day of the role:

  • Efficiently manage the payment of suppliers, ensuring all payments are made timely and accurately.
  • Assist with the monthly reconciliation of company accounts and preparation of the monthly VAT return.
  • Chase overdue payments from clients, effectively managing the accounts receivable process.
  • Produce and send quotes to existing and prospective clients, with the help of the senior management team.
  • Assist with the monthly accounts payable, including adding supplier invoices to cash flow forecasts.
  • Issue accurate and timely monthly statements of account to clients.
  • Prepare and raise multiple monthly invoices, quotes, and proposals.
  • Prepare data for monthly payroll, liaising with the payroll processor to address any queries.
  • Handle advance payment requests from clients or staff.
  • Record all invoices and expenses on our accounting system.
  • Set up new accounts with suppliers and main contractors.
  • Set up new PQQs for new and existing clients and monitor existing policies, renewing and updating them before expiry dates.
  • Manage the document management system for live and future projects, ensuring the circulation of information is controlled and relevant.
  • Provide accurate and timely reports regarding the status of all project documentation.
  • Log, distribute, and update various instructions from consultants, clients, and project managers.
  • Update, maintain, archive, and retrieve procedures, registers, trackers, and databases.
  • Enter accurate electronic records to facilitate easy search and retrieval for all project-related information.
  • Assist in the production of reports and technical document preparation.
  • Support the quality & document control team to meet objectives.
  • Multitask and manage time effectively while achieving agreed targets.
  • Assist with security applications for all team members.
  • Book deliveries to site and keep track of all plant on hire.
  • Update and maintain the Staff Training Matrix, ensuring all staff are booked onto relevant courses.

Required Skills & Qualifications:

  • Proven experience in financial processes and office administration.
  • Strong organisational skills and the ability to prioritise tasks effectively.
  • Excellent communication skills and attention to detail.
  • Experience with financial tasks such as reconciliations, accounts payable, and receivable.
  • Proficiency in using accounting systems and producing financial reports.

Benefits:

  • Competitive salary based on experience.
  • Company Pension – Nest.
  • Private Healthcare (individual).
  • 22 days holiday plus Bank holidays.
  • Career progression and training opportunities.

To apply for this Accounts Office Assistant position, please submit your CV.

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