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Financial Administrator

2 months ago

Luton, Luton, United Kingdom Really Creative Media (RCM) Full time

Job Title: Bookkeeper and Office Administrator

Really Creative Media (RCM) is a dynamic team of digital and production experts, specialising in visual production for live broadcast, events, and concert touring sectors. We work with international music artists, event agencies, broadcast, and theatre clients, creating live performance visuals, digital media, and providing technology solutions. Our offices are located in London and Luton, producing projects that are experienced worldwide.

Job Summary:

This part-time role involves 16 hours per week, ideally arranged as 4 hours per day, four days a week between Monday and Friday. The successful candidate will be responsible for taking care of bookkeeping and accountancy duties, keeping all financial systems and records accurately up to date, and providing financial reporting information as required.

Key Responsibilities:

  • Manage the efficient and timely operation and management of accounting, bookkeeping, and reporting functions.

  • Take overall responsibility for the management and operation of sales ledger, purchase ledger, and nominal ledger functions. Complete bank reconciliations, transaction entries, journal entries, etc., on a day-to-day basis.

  • Process and issue supplier payments via payment software, including issuing remittance advice.

  • Prepare basic monthly accounts and financial reports as required by the Directors, in a timely fashion at month-end. Explain and identify any exceptional items, to be brought to the Directors' attention.

  • Perform and manage comprehensive and consistent month-end routines, policies, and procedures, as directed.

  • Provide input as required to the process of budgeting and forecasting.

  • Communicate with suppliers where purchase invoice queries exist and resolve discrepancies.

  • Undertake the preparation and submission of VAT returns through Xero.

  • Process monthly payroll through Xero and issue payment remittance to staff.

  • Take responsibility for the credit control function and decide on the course of action to be taken with problem debtors (in conjunction with Directors).

  • Create and issue sales invoices from Xero, ensuring correct sales nominal codes and department codes are used.

  • Keep supplier and customer details up to date and in a consistent format on Xero ledgers.

  • Maintain a neat and orderly filing system of all of the company's financial records.

  • Undertake bank reconciliation on Xero.

Administrative Support:

  • Provide administrative support and assistance to the Directors as well as other staff, including assistance with making appointments, travel, and hotel arrangements.

  • Assist with the pre-production elements of the company's event projects, including booking suppliers, issuing purchase orders, and booking accommodation and travel.

  • Answer and handle incoming telephone calls in a professional and polite manner.

  • Manage visitors to the Company's premises. Greet and welcome visitors, act as the first point of contact, while visitors wait for appointments, etc.

  • Maintain stock levels of office supplies (stationery, tea, coffee, cleaning supplies, etc).

  • Maintain a clean and presentable working environment within the office and public spaces.

  • Provide support to the Directors in other aspects of the business's activity, as required, requested, and directed.

  • Keep all work-related information confidential and act in a professional manner at all times, in all work and industry-social situations.

  • Identify any areas of our operation where you believe training and additional skills may be required or benefit yourself or the business.

  • Ensure that the Company's policies, rules, procedures, and obligations are observed in carrying out the above duties.

  • Represent the Company in an impeccable manner, dealing courteously with customers, visitors, callers, and the public at all times.

  • Maintain a good level of personal appearance, dress, and cleanliness.

  • A generally cheerful demeanor, engaging personality, and sense of humor would be a huge advantage in making a success of this role.

Requirements:

  • Qualified through experience bookkeeper, AAT qualified, or Part Qualified ACA, ACCA, or CIMA accountant.

  • Strong team working and interpersonal skills, with the ability to be flexible and adaptable within the environment of a small team.

  • Broad background and track record in the accurate operation and performance of bookkeeping and basic management accounting functions within a small business.

  • Educated to a good level with academic qualifications in Maths & English.

  • Fluent English speaker, with good telephone manner and strong spoken language skills.

  • Demonstrably numerate, articulate, and experienced in all areas of accountancy and business administration.

  • Strong communication skills, oral and written.

  • Sound IT skills. Willing to embrace new technologies. Intermediate user of Google Sheets or Microsoft Excel and proficient, experienced, and competent user of Xero accounts software specifically.

  • Methodical and motivated individual, with passion for accuracy and excellence.

  • Proactive, self-motivated individual capable of working on their own initiative in a constantly changing and pressurized environment and fast-developing company.

The above list of duties and responsibilities is not intended to be exhaustive. Employees are expected to adopt additional tasks when required, which will be in keeping with the general profile of the role.