Finance and Business Administrator

Role Overview

The Finance & Business Support Administrator will be responsible for managing the day-to-day accounts function, including sales ledger, purchase ledger, payroll, expenses, credit control, month-end and year-end processes. The role will also include HR administration, fleet administration and general business support, working closely with the Managing Director, Accounts Assistant and external HR consultants.

Key Responsibilities

Skills and Experience

The ideal candidate will have experience across accounts, payroll, HR administration and general business support. They will be highly organised, accurate and comfortable working across a varied role with responsibility for both finance and people-related administration.

The successful candidate will need to be confident managing multiple priorities, supporting internal teams, dealing with confidential information and working closely with senior management.

Accounts and Finance

Maintain daily banking records and all online company bank accounts.

Carry out credit control, chase outstanding payments and resolve customer queries.

Set up and monitor customer credit limits.

Complete credit checks for new customers.

Produce and send remittance advices.

Prepare and maintain cash flow forecasts.

Manage company credit cards, including arranging cards for new employees, managing limits and posting payments into Xero.

Complete account reconciliations.

Prepare month-end and year-end management reports.

Support month-end and year-end analysis.

Maintain the fixed asset register.

Ensure audit records are accurate, up to date and ready when required.

Keep company insurances current.

Maintain a good understanding of work in progress, including WIP reporting and analysis.

Track and process sales team commission payments.

Sales Ledger

Maintain customer accounts.

Set up new customers.

Allocate incoming payments correctly.

Manage customer queries relating to invoices, payments and credit limits.

Support the credit control process to ensure debts are collected in a timely manner.

Purchase Ledger

Post purchase invoices from Clik into Xero.

Monitor exchange rates and process foreign payments.

Manage subcontractor CIS returns.

Resolve purchase ledger queries.

Prepare supplier payment runs and ensure suppliers are paid accurately and on time.

Payroll and Expenses

Compile and post PAYE and monthly salary information.

Process PAYE/NIC payments.

Check, review and post monthly employee expenses.

Review mileage and expenses from staff, entering information into Xero and payroll where required.

Check company credit card expenses and post accordingly.

Enter timesheets into Excel.

Set up new employees for pension purposes alongside payroll.

VAT, Intrastat and Compliance

Complete online VAT returns on a quarterly basis, including fuel scale charges for company vehicles.

Maintain monthly online Intrastat returns.

Ensure financial records are accurate, compliant and up to date.

Support audit preparation and ensure records are readily available when required.

Supervision

Supervise the Accounts Assistant.

Hold monthly one-to-one meetings with the Accounts Assistant.

Ensure the Accounts Assistant has the support, training and resources needed to meet business requirements.

Structure Accounts Assistant duties to support the responsibilities of the Accounts and HR Manager where appropriate.

HR Administration

Maintain employee records using Breathe.

Manage holiday records, sickness records and HR documentation.

Prepare and issue HR letters where required.

Issue and maintain staff contracts with support from the company’s HR consultants.

Ensure HR records are accurate, up to date and confidentially maintained.

Fleet and Company Vehicle Administration

Maintain records relating to company vehicles.

Ensure company car renewals and insurance documents are kept up to date.

Distribute relevant vehicle and insurance information to staff where required.

Support general fleet administration as needed