Accounts and Admin Assistant

2 weeks ago

Oxford Circus, United Kingdom The Recruitment Boutique Full time

Our Client, PDSI, is a project management specialist. They are an independent privately-owned property and construction consultancy that sets itself apart from the competition by employing and retaining some of the top talents in the industry.

The organisation has been trading for over 25 years and prides itself on "service excellence" by providing focused and innovative solutions to its clients in various challenging construction and development projects from feasibility through design and delivery.

They are looking for a proactive and business-savvy Accounts and Admin Assistant to support the daily running of their offices reporting to the Director responsible for finance and administration.

Your role will be to facilitate the smooth running of the offices and support the rest of the management team to drive the business forward.

There are currently 3 subsidiaries that operate from the office which you will be responsible for.

Whilst this role tilts towards accounts, the role does have a significant admin side incorporating a mixture of information management, HR, finance, facilities, events, and general administration. The position requires flexibility and good interpersonal skills working in a small team and interfacing with Directors and other staff.

Responsibilities are:

- Support operations and provide finance functions to 3 business units
- Accountancy processes including sales and purchase invoices - Xero software knowledge preferred but Sage will be acceptable (training on Xero will be provided).
- Creating sales invoices from operation staff instructions
- Credit control
- Credit cards and staff expenses.
- Assisting with budgets and sales projections.
- Maintain their BSI records and attend annual audits (training will be provided)
- Maintaining office & filing system including Share Point.
- Manage room bookings and conference organising.
- Attend meetings, taking minutes as required.
- HR records for their staff, new starter and leavers packs.
- Assisting Kent Office Manager with HR - staff records, holidays etc.
- Preparation and processing of monthly payment run.
- Manage the creation and distribution of Board packs for the Monthly Board meetings.
- Working with suppliers (phone company, IT support, cleaners, etc) - making sure theyre getting the best deal and excellent service.
- Handling facilities management issues and liaising with the landlord.
- Reviewing and implementing their Health & Safety policy.
- Acting as their trained first aider and fire warden (training will be provided).
- Managing post, couriers, taxi booking etc.
- Working on budgets
- Supporting office moves and other upgrades and developments
- First point of contact for simple IT support issues (training will be provided)
- Working with their external IT support provider
- Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook).
- A polite and courteous attitude at all times.
- Ability to work in a high-pressure environment and to react appropriately to changing work conditions.
- To work the hours required to fulfil the role with a flexible approach and willingness to work longer hours as necessary.

Key Skills
- Accounts and administration
- Manage administration for 3 business units
- Strong communication, interpersonal and negotiation skills
- Excellent organisational skills
- Precise attention to detail
- Diplomacy and handling sensitive information
- Ability to multi-task
- Work as part of a multi-departmental team.

IT Skills
- Microsoft Office
- Xero Accounting Software (training will be provided)
- SharePoint is an advantage

In order to be considered for this role, you would need previous office admin and accounts experience. You would be used to being fully relied upon and the go-to person to ensure the smooth running of the office.

Remuneration: Competitive package depending on experience including
- Salary - paid monthly on the 28th day.
- Contributory pension scheme following completion of a probationary period
- Holiday 20 days plus 8 public holidays p.a.

If you feel you meet these requirements we would love to hear from you.

We are an equal opportunities employer.

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