Office Manager/Bookkeeper

Bookkeeping -

Own finance mailbox: extract invoices for processing. Forward any other emails to relevant stakeholders for action
Review invoices for validity and accuracy and apply nominal coding
Match invoices to PO (where applicable) and issue invoices for approval per delegation of authority matrix. Track and follow up all unprocessed invoices.
Input approved invoices in Exchequer being mindful of legal entity, VAT treatment, document currency, cost centre and department allocations (c. 100 invoices per month)
File invoices in the electronic filing system and manage progression between approval / processing states
Deal with all supplier queries
Monthly preparation of unpaid supplier listing in source currency in collaboration with outsourced accounting firm
Reconcile supplier statements
Process employee expense claims, seek approvals and capture in Exchequer
Liaise with the Financial Controller and CFO as required

Office Manager - apx 10 hrs / week

Point person for office maintenance, mailing, shipping, supplies, equipment and bills
Organise and schedule meetings and appointments
Coordinate with IT department on all office equipment
Provide general support to visitors
Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
Participate actively in the planning and execution of company events
Monitor and maintain office supplies inventory
Maintain a safe, secure, and pleasant work environment
Perform the functions of Fire Warden and First Aider, as required

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