Office Administrator

We are seeking a versatile and friendly Office Administrator / Bookkeeper to join our team in Leeds.
- **Contract type** - Permanent / Part-time (16 to 20 hours with potential to spread over 2 to 4 days via our flexible working options)
- **Salary & benefits** - Up to £15 per hour; workplace pension; Leeds Arena priority tickets; free on-site secure parking, fruit & drinks
- **Responsible to** - Managing Director & Creative Director

**1. The role in brief**
- Provide professional and friendly assistance to colleagues and Directors as required, ensuring the smooth and efficient running of the office.
- Provide professional cover for the switchboard, answering incoming calls and directing them as required. Taking messages and preventing unnecessary calls going through to the Directors etc.
- Provide a professional and friendly front of house service to Clients, Suppliers, and other visitors.
- Maintain a variety of Microsoft Excel documents.
- Undertake basic personnel duties with the support of Pennine HR.
- Provide general support to the Managing Director to ensure the smooth running of both Spiral (the company) and Manor House (the office building we are in).
- All purchases and actions affecting the Company should be authorised by a Director.
- Ability to work alone with mínimal supervision.
- Other relevant comments:

- This position offers a secure and friendly working environment.
- It is a supportive role to the whole business.

**2. Main responsibilities**

**2.1 Administration**
- Stationery - monitoring stationery levels and replenishing as required.
- Sourcing supplies
- Spreadsheets - maintaining several spreadsheets for managerial use.
- Company vehicles - maintaining vehicle records, diarising & arranging insurance, MOT, services, vehicle tax etc
- Proofreading - as required.
- Travel - arranging travel, tickets and accommodation where/when applicable.
- Quotes - obtaining quotes from suppliers for projects as they occur.
- Internet research - for projects as they occur.
- Monitoring absences - Holidays, Sickness etc.
- Monitoring & assessing contracts - Checking annual contract prices against competitors. Setting up and maintaining a spreadsheet to record contract expiry dates and deadlines for cancellations.
- Gas/electricity readings - inputting readings onto internet each month.
- Projects - assisting with one off and ongoing projects as they occur.
- Support - supporting the rest of the team as required.

**2.2 Reception**
- Answering switchboard - transferring calls, taking messages and preventing unnecessary calls going through to the Directors etc.
- General reception/front of house duties - first point of contact, meeting and greeting visitors, providing tea and coffee as required and keeping reception and meeting room areas tidy.
- Post/incoming deliveries - dealing with incoming and outgoing mail (as required) - checking all deliveries before signing for them.
- Couriers - arranging couriers and preparing/checking items before collection i.e. labels.
- Tea/coffee supplies - monitoring and replenishing on a regular basis the levels of tea, coffee, milk, biscuits, fruit and soft drinks, and anything else required for meetings etc.

**2.3 Marketing**
- Tenders - assisting the Studio and Directors with putting together tenders.
- General support - assisting in general Marketing activities.

**2.4 Bookkeeping**
- Maintaining several reports and spreadsheets for the Accounts Department - including Sales and Purchase Day Books, Credit Card.
- Inputting invoices, receipts etc onto the Accounts Computer Package 'Sage 50'
- Paying customers - paying suppliers at the end of each month, or as required.
- Credit control - chasing overdue payments and providing copy invoices.
- Credit card - balancing the Company credit card.
- Bank statements - reconciling bank statements.
- Filing and archiving
- Turnover comparison

**3. Other responsibilities**

**3.1 Supervisory & Managerial Responsibilities**
- Responsibility for the smooth running of Reception.
- Responsibility for basic personnel with the support of our external HR provider - Pennine HR.
- Responsibility for overseeing the Health and Safety requirements of both Spiral and Manor House.
- Responsibility for maintaining and updating the various HR and H&S policies and procedures.
- Responsibility for ensuring service contracts are maintained and reviewed as required.
- Supervision of contractors - cleaners, window cleaners and any other contractor whilst on the premises.

**3.2 Equipment & Materials**
- Maintaining and replenishing stationery levels.
- Arranging for repairs on equipment etc as required.
- Reviewing and renewing annual equipment contracts
- Overseeing service contracts (boilers, lifts, water coolers, security contracts etc).
- Responsible for ensuring all confidential information remains locked away and restricting access to only those authorised to access it.

**4. How to apply**

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

Pay: