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.