Accounts and Administration Assistant

At Ingenio Technologies, based at the Sussex Innovation Centre just outside Brighton, we are dedicated to providing exceptional IT services and support with a focus on cyber-security and the cloud.

As a customer-focused MSP, we strive to exceed the expectations of our growing number of clients throughout Sussex, and we take pride in our high client retention rate, which is a result of the excellent support we offer. We are a small business made up of 13 employees with a maximum of 8 in the office.

We are looking for an Accounts Assistant/ Administrator to play a crucial role in assisting with our office operations and providing financial support in the organisation. This position requires good administrative skills, strong financial acumen, and attention to detail. You will be responsible for overseeing office processes, assisting with financial activities, and ensuring the smooth functioning of administrative and financial functions

**What you'll be doing**

As the Accounts and Administration Assistant, you will be responsible for managing the daily operations of the office and supporting the head of finance. This includes tasks such as office administration and providing support in accounting. You will play a vital role in ensuring the seamless operation of the office and providing unparalleled customer service.

J**ob Type**

Full-time, 40 hours per week. You will be office based 5 days per week, Monday to Friday. Salary £22,000 - £24,000, (depending on experience).

**Key Responsibilities**

**Office Management**:
Financial Administration: Assist with financial administration tasks, including accounts payable and receivable, expense tracking, budget monitoring, and financial reporting. Collaborate with the Head of Finance to ensure accurate and timely financial operations.

Office Administration: Assist with the maintenance of office operations, including supplies, coordinating maintenance and repairs, and ensuring a safe and productive work environment. Develop and implement efficient office procedures and workflows. Oversee the appearance and cleanliness of the office space.

Procurement: Assisting with the procurement process, including sourcing suppliers, obtaining quotes, and ensuring timely delivery of goods and services. Collaborate with stakeholders to identify procurement needs, review purchase requests, and ensure compliance with procurement policies and procedures.

Administrative Support: Provide administrative support, including scheduling meetings, arranging travel, handling correspondence, and preparing reports and presentations.

Records Management: Maintain and update records and filing systems, ensuring accurate and easy retrieval of information. Manage document archiving, retention, and disposal processes in compliance with legal and organizational requirements.

Financial Data Input: Ensure accurate and timely input of financial data, including the creation and closure of purchases order. Perform Bank, aged payable and receivable reconciliations ensuring adherence to established standards and protocols.

Relationship Management: Build and maintain positive relationships with internal stakeholders, including employees, management, and external partners, such as vendors and clients. Represent the organization professionally in all interactions.

Team Collaboration: Collaborate with colleagues and cross-functional teams, providing support and assistance as needed. Foster a positive and collaborative work environment.

Marketing Administration: Provide administrative support to the Marketing Manager to execute marketing initiatives and maintain brand consistency.

**Skills Required**:
Proven experience as an office administrator, finance administrator, or similar role, with a focus on financial activities.

Good understanding of accounting principles and financial processes.

Experience using Xero accounting software for financial management and bookkeeping

Excellent organisational and time management abilities, with the ability to prioritize tasks effectively.

Strong communication skills, both written and verbal, with attention to detail.

Discretion and confidentiality in handling sensitive financial information.

Knowledge of office administration procedures and best practices.

Good problem-solving and analytical skills.

Ability to work independently and collaboratively in a team environment.

Proficiency in using office software and tools, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Note: This job description is intended to outline the general responsibilities and qualifications for the Accounts Assistant/ Administrator role. It is not an exhaustive list, and additional duties may be assigned based on organizational needs.

**Qualifications Required**

GCSE C / 5 or above

AAT Level 2 or equivalent

**Benefits include**

25 Days' holidays + bank holidays

Private Health Scheme after probation

Access to pool vehicle for work related activities

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