Accounts Administrator

**JOB DESCRIPTION**

**Job Title**: Accounts and Office Manager

**Location**: Kendal, Cumbria

**Role**: Permanent Part-Time 15 hours a week

**Salary**: Salary commensurate with experience

**Office Hours**: Monday to Friday, 9:00am - 5:30pm

**Job Purpose**

Haigh Architects is seeking an Accounts and Office Manager to facilitate the smooth running of the general and financial administration fo the Practice

We are an architectural practice based in Kendal. We have efficient computerised systems for accounts and monitoring time spent on projects for invoicing purposes.

We are seeking a detail-oriented and organized individual to join our team as an Account Administrator. As an Account Administrator, you will be responsible for managing financial transactions, maintaining accurate records, and providing support to the accounting department.

This is a vital role in ensuring the smooth operation of our financial processes.

You will work closely with the Directors to ensure the efficient running of the finances and office management systems.

**Duties & Responsibilities**

**Accounts Manager**
- Maintain financial records using QuickBooks software including paying suppliers, recording income, calculating monthly work in progress, month-end journals, credit control;
- Prepare year end accounts to trial balance for external accountants;
- Produce required management reports, monthly accounts and other financial reports and present to the directors;
- Prepare invoices for clients on Noveos Practice Management system, and issue these.
- With authorised access to company bank account, reconcile bank statements and resolve any discrepancies, review cash flow and maintain financial records;
- Quarterly VAT returns
- Run the monthly Payroll using HMRC Basic Payetools software;
- Upload Monthly Pension Submissions.

**Office Manager**
- Oversee staff, implement procedures, maintain administrative systems, and work closely with Directors
- Keep staff records, inducting new staff, monitoring staff holidays
- Maintain the business records on the Noveos Practice Manager Data Base
- Process all staff timesheets and report on hours spent - for directors and invoicing
- Utilities - read meters for gas, electric and water and submit monthly readings online
- Investigate and negotiate best deals with regard to insurances and utilities
- Process monthly expenses and disbursements
- Participate in both staff and directors board meetings and document minutes.
- Act as Company Secretary for the business.
- Monitor and maintain office stationery and consumables
- Troubleshoot IT issues and liaise with external IT consultants re third party software
- Review Chartered Practice policies & assist with completion of the annual Benchmarking Survey
- Any other duties as required - for example: serve drinks and copious amounts of cake to staff

**Essential Skills & Experience**
- Qualifications ICB or AAT
- Experience as an Accounts Manager and/or Office Manager
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Excellent time management skills and ability to multi-task and prioritise work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organisational and planning skills

**Desired Skills & Experience**
- Knowledge of Office Administrator responsibilities, systems and procedures
- Experience of working in the professional services and/ or creative business sector
- A creative mind with an ability to suggest improvements

We are an equal opportunities employer and support career growth and development.

**Job Type**: Part-time

Expected hours: 10 - 20 per week

Additional pay:

- Performance bonus

**Benefits**:

- On-site parking

Schedule:

- Flexitime
- Monday to Friday

**Experience**:

- Accounting: 1 year (preferred)
- bookkeeping: 1 year (required)

Work Location: In person

Application deadline: 24/12/2024
Reference ID: Haigh Architects Accounts Role
Expected start date: 10/01/2025