We have a very exciting opportunity to join the team as Finance & Administration Assistant, based in our Harrogate studio. Here are the details…
Job Type: Permanent
Salary: Dependent upon experience
Hours: 37.5 hrs (flexible part-time options considered for the right candidate)
Location: Clarendon House, Victoria Avenue, Harrogate HG1 1JD
The Person:
We are looking for a well presented, organised and enthusiastic individual interested in working both independently and alongside others in the development of a progressive and creative architectural practice. The successful candidate will need to demonstrate:
- Outstanding communication and interpersonal skills with the ability to liaise effectively with colleagues, clients and external consultants
- Excellent computer literacy skills including Microsoft Office and Sage 50
- Excellent organisational and time management skills
- Have an outstanding eye for detail and take pride in their work outputs
- The ability to work methodically, multi-task and manage deadlines and priorities
- Self-motivation and the ability to use their initiative to work independently
- Enthusiasm, flexibility and a can-do attitude
Qualifications and Experience:
- At least 5 years’ experience in a relevant financial role, preferably in the professional services sector
- A qualification in bookkeeping or accountancy is preferred but not essential
- Competent user of Sage 50 and Microsoft Excel
The Role:
Based in our Harrogate Office but covering the whole practice, this role supports the Finance & Operations Director to ensure all administrative duties are fulfilled.
Key Duties:
1.0 Finance
- Purchase Ledger: daily input of invoices onto both Sage and the project management system, and management of the electronic invoice filing system
- Sales Ledger: Assist in the production and issue of monthly sales invoices
- Credit Control: Weekly monitoring and chase up of overdue debt.
- Monitoring and management of timesheet data, including responding to staff queries
- Monitoring and processing of staff expenses, including following up queries and correction of expenses forms.
- Monitoring and processing of receipts for company credit card accounts
- Support to project teams with updating of finance system and analysis of projects
- Management of our supplier accounts for office supplies (price list, discounts etc)
- Travel and hotel booking for staff including management of the online business accounts
- Further ad-hoc duties relating to data input, as and when required.
2.0 General Office Management
- Assist in maintaining the practice records and databases, using an efficient filing system
- Meet & Greet visitors to the Harrogate Studio
- Support meetings with hospitality
- Phone answering and management of the phone system and phone list
- Management of incoming and outgoing post
- Assist project teams with project administration
- Monitor, manage and order stationery
3.0 Quality Management
- Assist in maintaining the practice management handbook and standards
- Assist in maintaining practice databases for supply chain, sub-consultants
4.0 Human Resources
- Monitoring of leave booking records for all staff
- Filing of sickness forms and records for all staff
- Maintenance of the training records database
- Support the Directors with the new starter induction processes
- Assist in monitoring and analysing staff feedback
5.0 Information Technology
- Liaison with external IT support team to manage company-wide IT issues
- Assist in maintaining records for all IT assets and software subscriptions
- Assist in updating the company website and social media platforms for new staff, project wins, and other company news
6.0 Health & Safety
- Assist in monitoring Health & Safety compliance using specialist software
- Maintaining and updating H&S handbook and policies
- Support the Directors in office H&S issues
- Responsibility for maintenance and appearance of the office environment
Interested…? Click here to apply.