Finance & Admin Assistant

The Finance & Admin Officer is a varied role which has responsibilities that span across both the company finance and central administrational duties.  This role is responsible for inputting the day-to-day financial transactions for customers and suppliers into the company’s accounting system, e.g. customer invoices, supplier purchase orders and invoices under the supervision of the Finance & HR Manager.  This role also supports both the Finance & HR Manager with the central administration of the company duties which would include helping arrange company & vehicle insurances, arrange any repairs to the company premises etc.

The finance and admin team are a very busy team that currently works across 6 companies ensuring the financial records are up to date and correct, the successful candidate will be able to multi task, work under their own esteem, have clear communication skills and be able to work on IT based systems that develop more improved processes on a regular basis.

While the above forms the core of the day-to-day role, additional activities maybe requested of you, and as a pro-active member of the company you would be expected to help in any reasonable request that facilitates the smooth running of the department.  A fuller list of day-to-day tasks can be found in section 3.3 of this document

Some of the skills we are looking for include: –

• Excellent Time Management
• Excellent organisational skills, able to handle multiple tasks and meet deadlines
• Good customer service skills
• Good general education
• Knowledge of Sage/Xero Accounts Desirable but not essential.
• Good written and oral communications
• Administrational experience
• Experience of using ICT including Excel, Word, outlook, Sage and management information systems
• Excellent inputting skills
• Good head for figures
• Proactive Approach to working
• Willingness to help where needed

Communication

• Communicating with colleagues within the different teams throughout the business via email, telephone and face-to-face, whichever is appropriate to ensure any query or issue is resolved.
• Communicating with customers, suppliers and third-party companies/organisations.

Systems

• Company CORE management system
• Sage/Xero Accounts Systems
• Other third-party systems/portals

Financial

Customers

• Process all customer invoices for each company within the ESP Group and email out to customers.
• Carry out effective Credit Control for each company within the ESP Group
• Take ownership of customer invoice queries either via phone, email or through account or sales managers.
• Providing weekly credit control reports for the Finance & HR Manager
• Carrying out credit checks for customers and update systems with relevant information.
• Effective management of the GoCardless Direct debit system

Suppliers

• Process all suppliers’ invoices for each company within the ESP Group ensuring they match the purchase orders provided.
• Work with Finance & HR Manager to ensure suppliers are paid within their terms.
• Take ownership of supplier’s queries either via phone, email or through the procurement team ensuring a resolution is achieved.
• Administering company fuel cards

Banking 

• Enter daily transactions onto relevant accounting system both manually and via bank feeds for all banks, PayPal and credit cards
• Carry out bank reconciliations.
• Ensure any cheques and cash are banked when needed.

General Administrative Duties

• Answering incoming finance, admin & reception calls across the ESP group, taking and forwarding messages.
• Filing, both digital and paper-based
• Organising both incoming and outgoing post
• Work with HR manager to effectively manage the administration of DBS checks for all ESP group employees.
• Arranging all necessary repairs for both the company’s offices and the properties it owns etc.

While the above forms the core of the day-to-day role, additional activities maybe requested of you, and as a pro-active member of the company you would be expected to help in any reasonable request.

Reporting To

Finance & HR Manager

Direct Reports

This role currently has no direct reports.