Finance & Administration Officer

1 month ago

Huddersfield, United Kingdom Aindale BMS Ltd Full time

The Finance and Administration Officer will provide the appropriate Finance, Order Administration, Facilities Management and Administrative Support to effectively support the organisation.

We are a Huddersfield based IT company with a sub branch in Kendal, we have been going for over 35 years and have a strong client base and employees count of around 38. We have a company provided car park and additional incentives.

You would be strengthening the current finance admin team across the 2 divisions currently comprising of a team of 4.

**Responsibilities & Primary Tasks**

**Finance**: To provide assistance in the financial procedures, processing in a timely and accurate manner to include:

- Keep financial records and perform financial procedures on a daily basis (e.g., receipts, payments, journals, supplier & customer invoices, requests, petty cash).
- Daily reconciliation and cash flow forecasting for all companies
- Daily production of contract renewal invoicing process
- Ensure expenses are authorised and processed in accordance with agreed procedures
- Maintain the accounting reporting process, ensuring the accuracy and completeness of all ledgers and all supporting documentation and compliance with finance process and regulations.
- Maintain accounting records, ensuring they are complete, accurate, well archived and safeguarded
- Ensure agreed reporting dates are maintained according to our policies and procedures.
- To facilitate the opening of new ledger accounts to the agreed process and for sales, with the approved credit limit, direct debit mandate and payment terms.
- Carry out the agreed debtors chase process reporting back as required
- Reconcile Company Bank Accounts daily
- Resolve accounts queries with relevant parties in a timely manner
- Process payment schedules
- Reconcile Suppliers invoices and statements
- Produce monthly stock figures, reports & reconcile
- Update database contracts
- Support month end procedures to achieve company deadlines

**Order Administration**: To manage the order cycle, processing in a timely and accurate manner to include:

- Cover the role and key responsibilities of the Order Administrator as required for holidays and/or absence and provide assistance as the workload varies.
- The order administrator currently purchases stock and receives the deliveries for the company.

**Facilities Management**: To manage the companies various facilities and services in and around the building in a timely and accurate manner to include:

- To manage mobile phone agreements & contracts
- To ensure vehicles are maintained including MOT’s & Servicing schedules and ensure cleaning and general maintenance tasks are carried out, included a monthly inspection of the vehicles.
- To assist with financial arrangements like insurance and amenities
- To arrange facilities/maintenance repairs as required
- **Administrative Support**: To manage and assist in the Administrative Support required around the company to include:

- Meet and Greet visitors to the company appropriately.
- Ensure the reception area is tidy and well maintained.
- Maintaining an effective filing system with the shredding of documents falling out the document life cycle process.
- Ensure the Company’s kitchen facilities are maintained daily.
- Ensure the Company Kitchen Supplies are effectively purchased, stocked and monitored.
- Handle any calls falling out of the automated phone system to ensure excellent customer care.
- Develop and maintain effective office systems (e.g., office maintenance, fixed assets, supplier contact), ensuring these are consistent with our operating requirements.
- Ensure staff handbook is printed and stored (3 copies - replenishing as required)
- Ensure Company Stationery supplies are stocked and replenished, and the agreed items are reviewed quarterly with the Head of Finance and Administration and/or a member of the Senior Team.

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