Finance & Administration Officer

Job Description

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 TasksFinance: 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 MOTs & 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 Companys 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.

Keyskills :
Cash FlowFacilities ManagementInvoicingJournalsReconciliation