General Office Administrator

5 months ago

Luton, United Kingdom Optikinetics Ltd Full time

**About us**

Optikinetics Ltd is vibrant and inclusive business that strives for success by being focused and goal orientated, with a little bit of fun on the way.

Optikinetics is a growing manufacturing company based in Luton. We specialise in projection, cabling and fabrication.

Our roots are firmly in entertainment having been a pioneer in the world of live shows for some very big acts from the 1970s onwards.

The company now has a very varied portfolio of customers in the healthcare, entertainment, education and building services across broadly 3 small divisions.

**ROLE**

This position is very much “hands on” and reports directly to the CEO with a dotted line to our Part time finance manager and the day to day General Managers of the sub businesses.

The role splits as follows:
**Finance Administration**
- Posting all cash receipts and payments from all bank accounts.
- Raising invoices to customers and chasing overdue invoices.
- Posting all supplier invoices and processing supplier payments, ensuring that we pay to time.
- Setting up new suppliers.
- Working closely with the procurement managers to timely resolve any queries or discrepancies.
- Reconciling supplier's statements on an ad hoc basis, to resolve any queries, ensuring all invoices are posted within the correspondent accounting period.
- Reviewing Aged Creditors and Aged Debtors reports regularly for any un-allocated cash and negative balances.
- Processing Credit Card & Expense claims through the purchase ledger system ensuring only valid business-related expenses are being claimed.
- Perform the purchase ledger month end closure in line with the company's procedures.
- Processing various monthly journal and direct debits and help with monthly payroll input for our external payroll bureau.
- Maintain a professional relationship throughout all means of communication with all suppliers and customers.
- Assist the Finance Manager, CEO and General Managers with adhoc queries.

*

**Office Administration**
- Be first port of contact with phone calls when the sales people are on other calls
- Provide basic technical sales support for simple “rote” questions from customers
- Provide some basic diary admin support for the CEO/General Managers
- Be aware of internal reporting deadlines and to help those needing to provide reports manage their time to meet these deadlines
- Circulate any internal communications needed by management with follow up
- Liaise with companies HR provider to ensure that the company is “the best it can be” with employees and is following HR policies and that we are following best practice when advised
- Manage the holiday diary and advise managers when there are time clashes
- Ensure all HR reviews are happening on a timely basis and following up on paperwork being put onto the system
- Help the purchasing manager placing orders when needed
- Help liaise with customers and the despatch department on transportation questions if the sales admin person is busy
- Assist the Finance Manager, CEO and General Managers with adhoc administrative tasks.

*

Other Areas

As a small manufacturing company, we very much have a “hands-on” attitude. This may mean that you may have to “roll your sleeves up” and muck in on other projects, including marketing or promotional work at exhibitions.

Who you are:

- Most importantly for us is that we are looking for someone who is enthusiastic and has a “can do” attitude to match the rest of the team.
- Bright and efficient.
- Someone proactive.
- A self-starter.
- Someone with a very high attention to detail.
- IT literate in Excel and an understanding of any accounting package (noting most system knowledge is transferable nowadays and you will be trained).
- Min 3-5 years experience working in a similar area would be helpful.

We are happy to help coach and teach someone with the right attitude and aptitude for the role but as a small team will need someone who “radiates energy”.

**Job Types**: Full-time, Permanent

**Salary**: £22,000.00-£28,000.00 per year

**Benefits**:

- Casual dress
- Company pension
- Free parking
- On-site parking
- Work from home

Schedule:

- Monday to Friday

Supplemental pay types:

- Yearly bonus

Work Location: Hybrid remote in Luton LU3 1DN

Application deadline: 20/01/2022

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