Office Administrator Assistant Part Time

3 weeks ago


Ballymena, United Kingdom Tullyglass House Hotel Full time

Hours: Part Time - 25 Hours per week, Normal working hours Monday to Friday 9am-2pm but will be required on occasions to work outside of these hours

**Job Summary**

The role will primarily be responsible for the administration of the day to day purchasing function alongside general admin duties. You should have a finance and accounting background and have substantial experience in a busy office.

You will be trustworthy and capable of working on your own initiative.

**Essential Skills / Criteria**:

- HND or above qualification in Financial Management.
- 1 years’ experience using Purchasing Software.
- Experience in an Accounts Management Package an advantage
- Experience in Payroll Management an advantage
- Excellent problem solving and organisational skills with attention on details
- Excellent verbal and written communication
- Adaptable and able to prioritise depending on departmental and company needs

**Purchasing**
- Research products and suppliers and source goods and services.
- Negotiate prices and terms with suppliers to ensure best prices.
- Liaise with departments concerning precise requirements and timescales.
- Assist department in all aspects of purchasing to ensure quality and profitability
- Communicate with all hotel departments regarding purchasing
- Manage purchase orders via Procure Wizard.
- Monitor purchasing requests from departments for a variety of requirements.
- Confirm deliveries, check, and process invoices for payment.
- Ensure accurate administration of all invoices, and adherence to proper accounting procedures
- Follow up with suppliers regarding issues with orders/deliveries.
- Implement cost savings where available.
- Responsible for procurement via Procure Wizard System
- Support general administration duties in relation to finance

**Stand in duties during adhoc leave**
- **Payroll on Sage Payroll Software**_
- Monitor attendance and electronic time recording.
- Collect, confirm and process timesheets and overtime.
- Verify taxes and other deductions.
- Run weekly payroll and process payments.
- Complete HMRC returns and information requirements (RTI).
- Complete remittances to HMRC.
- Administer employee pension scheme.
- **Debtors on Protel Front Office System**_
- Complete postings to debtor’s ledger
- Action debtor’s reconciliation
- Trace payments received
- Complete Monthly debtors control accounts
- Prepare all invoices for Accounts Receivable and follow up
- Research and resolve customer problems to billing and payments
- Monitor customer accounts for non-payments or delayed payments

**General Office Duties**
- Perform any other office job related duties as assigned.
- Maintain data protection and confidentiality regarding financial statements, reports, guest information and other accounting information.
- Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.

**Job Type**: Part-time
Part-time hours: 25 per week

Schedule:

- Monday to Friday

**Experience**:

- Administrative experience: 1 year (required)

Work Location: In person

Reference ID: OA 06/23



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