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.