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Finance & Administration Officer
2 weeks ago
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.
