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Finance and Office Administrator

3 months ago

Epsom, United Kingdom Philharmonic Audio Visual Limited & Arcstream Systems Limited Full time

Based from the company’s head office in Epsom, Surrey, you will be responsible for the finance and administration elements of both businesses.

We have aggressive growth plans for both divisions and you will play a key role in supporting the directors with managing the day-to-day financial requirements of the business and taking away a lot of the distracting administration activities. This will offer them greater control and an understanding of the day-to-day financial position of the company and allow them to focus on strategy and growth

**The Role**

You will maintain accurate and transparent record keeping and have full responsibility for entering all financial transactions within the accounting software (Xero) and support the business with financial recommendations and offering day-to-day and long-term budgetary control as necessary.

There will also be a significant administrative element to the role which will require the overseeing of all general office management of day-to-day operations.

We deliver interactive experiences for major brands at events, in retail and at their head offices. We are usually commissioned by their agencies as part of a larger project.

Our marketing activity targets key decision makers in the events-based agencies. We are looking to attract them to our website, to encourage them to meet us and get us to quote for a project.

We deliver high-end home technology solutions as part of large-scale home development projects. Our advertising is designed to attract high net worth individuals and their architects and interior designers as they plan major home projects. Prospective customers are pointed to the Philharmonic website which promotes the company’s main offering, allowing them to find out more about the company. This can provide an opportunity for our team to book an appointment with prospective customers, visit their houses to understand their requirements, provide recommendations and quote for the work to be carried out.

**Key functions and Responsibilities - Financial**

Prepare the paperwork for all financial transactions and submit for approval and payment when due
- Prepare invoices to be approved and send to clients as appropriate
- Make payment of financial transactions when authorised and appropriate
- Take responsibility for posting all financial transactions into the accounting software (Xero), in an accurate timely and transparent manner
- Ensure that our paper filing records for all accounting transactions and banking are fully documented, well maintained and easily accessible
- Calculate and process payroll and all relevant pension, taxes and other associated payroll costs
- Manage the petty cash and sundry expenses process including company credit cards
- Monitor bank accounts to ensure that we do not go overdrawn
- Have access to online banking to use as directed and authorised by the Managing Director
- Complete monthly cash reconciliations and bring any discrepancies to a resolution
- Produce and review financial reports and send monthly summary reports to Senior Management highlighting issues and trends
- Managing the service contracts Direct Debits

**Key functions and Responsibilities - Administration**
- Be responsible for the procurement of UK office supplies and equipment
- Be responsible for the employee onboarding process to make sure that they supply all relevant information to the Senior Management team and that everything is ready for them upon arrival
- Be responsible for making sure that all relevant staff information is recorded and kept up to date as required
- Managing requests for annual leave, recording absence and reporting monthly
- Liaise with insurance providers to make sure company details are up to date, information is supplied for renewal quotations as appropriate, and to process any necessary claims
- Manage the utility accounts to identify any cost savings and inform the Managing Director
- Create and maintain a filing process for all contractual documents that is transparent and easily accessible
- Answering the phone in a courteous and professional manner
- Minute taking at the monthly management meetings and other meetings as the need arises
- Other various administrative tasks as they may arise
- Coordinating and managing meetings and the meeting room schedule meetings

**Specific Performance and Personal Competencies needed**:
Must have strong and highly competent experience with the accounting software Xero
- A thorough understanding of accounting and bookkeeping theory
- Proficient with MS Office/Google and particularly strong with Microsoft Excel
- Methodical and highly organised with strong attention to detail
- Proactive and able to manage your own workload
- Enthusiastic, positive and enjoy working as part of a team

**Hours**

**Job Types**: Part-time, Permanent
Part-time hours: 20 per week

**Salary**: £18.00-£25.00 per hour

**Benefits**:

- Company pension
- Flexitime
- Sick pay

Schedule:

- Flexitime

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