Purchasing and Finance Administrator

1 month ago

Ramsgate, United Kingdom Business Computer Solutions Full time

**About BCS**:
As an Employee-Owned business, the BCS work ethic is caring, focused, fun and it really is our people who make us. It means all staff are empowered and encouraged to share, learn every day, and to grow. We are continuously striving to Shape the future of the business by creating unprecedented value and opportunity for our team
- Changing the way we work with ongoing support, development, and inspiration.

The BCS family is growing. And we’re always looking for talented people, who are high-spirited, with great attention to detail, excellent communication skills and a passion for creating and delivering an incredible customer experience If this sounds like you then the new role of Procurement and Finance Administrator could be for you

**Role Overview**:
As a Purchasing & Finance Administrator, you will be responsible for providing crucial support to the purchasing and finance department. You will be responsible for all stages of customer procurement, both hardware and licensing based. In addition, you will support the Finance Officer in the day-to-day financial operations, maintaining accurate records, and ensuring compliance with financial regulations. You will play a key role in facilitating smooth financial processes within the business.

**Role Responsibilities**:

- _Quotation Generation:_ Prepare accurate quotations for clients, for common items such as laptops and hard drives, and process these accordingly.
- _Order Processing:_ Receive and process customer orders accurately, coordinate order fulfilment and track shipments, handle order modifications, cancellations, and returns.
- _Procurement:_ Process purchase orders and maintain inventory levels, develop sourcing strategies for cost saving.
- _Stock Room Management:_ Undertake monthly stock takes, reconciliation of loan equipment, ensure collection of WEEE waste and destruction of IT equipment is completed regularly.
- _Renewals:_ Assist the Account Management team in the contract and license renewal process and deal with licence adjustments as per customer requirements.
- _Assisting the Finance Officer:_ Provide administrative support to the Finance Officer, helping with various tasks and ensuring efficient departmental operations, including filing, scanning and organisation financial documents. Provide assistance with processing customer Direct Debits.
- _Financial Record Keeping:_ Support the Finance Officer in maintaining accurate financial records including invoices, receipts, and payments via QuickBooks and spreadsheets. Reconcile records to identify discrepancies and rectify errors.
- _Accounts Payable and Receivable_: Support the Finance Officer in processing invoices accurately, tracking payments, and follow up on outstanding accounts receivable to ensure timely payments.
- _Administrative Support:_ Provide general administrative support to the business as required.
- _Phone Answering:_ Professionally handle incoming calls and direct inquiries to the appropriate team members.
- _Assist in Budgeting_: Support the Finance Officer in preparing budgets and forecasts by gathering necessary data and information.
- _Communication:_ Liaise with other departments, vendors, and clients regarding financial matters as necessary, maintaining professionalism and confidentiality
- _Financial Reporting:_ Generate financial reports as required by management.
- _Finance Meetings:_ Attend finance meetings, providing administrative support and helping with agenda creation and documentation.
- _KPI Tracking:_ Monitor key performance indicators (KPIs) and present findings during finance meetings.
- _Departmental Goal Support:_ Collaborate with the Finance Officer and Managing Director to achieve departmental goals and objectives.
- CRM: Maintain and update CRM system with accurate client information and activity.

This list of responsibilities is a guide, and other duties may be required.

**Required Skills**:
**Essential**
- Strong numerical and analytical skills, with attention to detail.
- Proficiency in Microsoft Office Suite, particularly Excel.
- Excellent organisational and time management skills.
- Effective communication skills, both written and verbal.
- Ability to work independently and collaboratively in a team environment.
- High level of integrity and discretion when handling sensitive financial information.
- Bachelor's degree in Finance, Accounting, Business Administration, or related field preferred.
- Proven experience in a similar role, preferably within a finance or accounting department.
- Proficiency in accounting software (preferably QuickBooks).
- Familiarity with financial regulations and compliance standards.

**Salary**: £24,000.00 per year

**Benefits**:

- Company events
- On-site gym
- On-site parking
- Profit sharing
- Sick pay

Schedule:

- Monday to Friday

Supplemental pay types:

- Yearly bonus

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Purchasing: 1 year (preferred)
- Administrat

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