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Financial Control Assistant

5 months ago

London, United Kingdom Victor Michael Full time

The Assistant is predominantly responsible for carrying out administrative duties relating to the Accounts department, assisting the Financial Control Manager with day-to-day duties and tasks.

The Assistant's work will include basic bookkeeping activities; working with sales and purchase ledgers, running calculations, and ensuring records and payments are correct. Creating and managing Excel spreadsheets and inputting into Sage.

The Assistant's work will also include HR duties: running payroll for the company and Property Management: Setting up Landlords/Tenants/Tenancies

The Assistant will be reporting to the Financial Control Manager.

**Administration Duties**
- Answer incoming calls into the department in a friendly and professional manner, dealing with queries, where possible, or directing calls/messages to relevant, taking payments over the phone
- Opening the post each day, and distributing to appropriate departments
- Responsible for receiving stationary orders and ordering with best price list

**Property Management Duties**
- Entering and processing new files received from each office, and ensuring details are accurate when uploading onto system
- Reviewing pre-entered new files ensuring details are accurate
- Authorising Landlord/Contractor payments from new files
- Assessing Daily Rent dues and Outstanding Rents, through internal housing system, calling and chasing tenants for non-payments, and updating Landlords

**HR: Payroll with Timesheets, Commission and Mileage**
- Check timesheets to ensure subcontractors have correctly recorded their time, to include any allocation of branch
- Check commission claimed by each Branch to ensure claims have been recorded correctly
- Undertaking preparation of Payroll run for the Company

**Payments and Banking**
- Responsibility of petty cash, including maintenance of petty cash records, and reconciliation at month end
- Banking of cash and cheques received

**Sales and Purchase Ledgers**
- Purchase Ledgers - obtain authorisation from appropriate person for all invoices
- Purchase Ledgers - ensure bills/invoices are raised on internal housing system
- Sales Ledgers - ensure fee notes/invoices are raised on internal housing system
- Sales Ledgers - ensure rental income is entered on internal housing system
- Sales Ledgers - ensure rental income spreadsheets are updated and maintained
- Identify discrepancies or issues arising from Sales and Purchase ledgers, raise this with the Accounts Manager in order to resolve the matter in a timely manner.
- Process payment runs to suppliers based on invoices approved for payment agreed by Accounts Manager
- Update SAGE accounting system

**Monthly and Year End Accounts**
- Assisting Financial Control Manager in preparing the Year End records and files ready and available for submission to Accountant

**Credit Control**
- Regularly review debtors list, and liaise with Financial Control Manager for review

**Other Duties**
- Assist the Manager and Managing Director with any other duties are requested.

**Person Specification - Financial Control Assistant**

We are looking for a hard working and enthusiastic individual who will be reliable and work well within a small and friendly team.

**Desirable**

These are qualities used to choose between applicants, who meet the Essential criteria
- Qualifications_

Good GCSE's or equivalent
- Experience_

Experience in an office environment
- Skills and personal competence_

Excellent interpersonal skills

Excellent communication skills

Excellent organisation skills

Ability to work methodically

Ability to work accurately

Willingness to learn and be flexible in working arrangements

Ability to work as member of team

Ability to use own initiative to plan own work schedule

Ability to follow procedure and implement own processes
- Knowledge_

Good working knowledge of Microsoft Excel and Word

Good ICT skills

**Essential**

These are qualities without which the applicant can not be appointed
- Experience_

Experience in a similar role
- Knowledge_

Good working knowledge of accounting procedures

Experience is using SAGE Accounts

**Job Types**: Part-time, Permanent
Part-time hours: 25 per week

**Salary**: £15,000.00-£17,000.00 per year

Schedule:

- Monday to Friday

Application question(s):

- Must have experience in using Sage
- Must have experience in using Excel

**Experience**:

- Financial Control Administration: 5 years (preferred)

Work authorisation:

- United Kingdom (preferred)

Work Location: In person