Purchasing & Finance Administrator

Type: Permanent

Location: Ramsgate

Pay: £24,000 + EO profit share

Hours: Monday to Friday (Apply online only)

We are seeking a detail-oriented and proactive Purchasing & Finance Administrator to join our team. The ideal candidate will be responsible for a variety of tasks related to order processing, procurement, stock room management, renewals, financial record-keeping, accounts payable and receivable, administrative support, phone answering, budgeting assistance, communication with stakeholders, financial reporting, KPI tracking, CRM maintenance, and more. This role requires strong numerical and analytical skills, proficiency in Microsoft Office Suite (especially Excel), excellent organisational abilities, and a high level of integrity when handling sensitive financial information. After successfully completing the standard 6-month probationary period this will be a Hybrid (4 days in our office, 1 day from home.

Key Responsibilities:

- Order Processing: Receive and process customer orders accurately, coordinate order fulfilment, track shipments, handle modifications, cancellations, and returns.

- Procurement: Process purchase orders, maintain inventory levels, develop sourcing strategies for cost-saving.

- Stock Room Management: Conduct monthly stock takes, reconcile loan equipment, ensure proper disposal of WEEE waste and IT equipment.

- Renewals: Assist Account Management team with contract and license renewals, manage license adjustments.

- Assist Finance Officer: Provide administrative support, assist with filing, scanning, organising financial documents, and processing customer Direct Debits.

- Financial Record Keeping: Maintain accurate financial records, reconcile invoices, receipts, and payments using Quickbooks and spreadsheets.

- Accounts Payable and Receivable: Process invoices accurately, track payments, follow up on outstanding accounts receivable.

- Administrative Support: Provide general administrative assistance to the business as needed.

- Phone Answering: Professionally handle incoming calls, direct inquiries to appropriate team members.

- Assist in Budgeting: Support Finance Officer in preparing budgets and forecasts.

- Communication: Liaise with departments, vendors, and clients on financial matters while maintaining professionalism and confidentiality.

- Financial Reporting: Generate financial reports as required by management.

- Finance Meetings: Attend meetings, provide administrative support, assist with agenda creation and documentation.

- KPI Tracking: Monitor key performance indicators and present findings during finance meetings.

- Departmental Goal Support: Collaborate with Finance Officer and Managing Director to achieve departmental goals.

- CRM: Maintain and update CRM system with accurate client information and activity.

Requirements:

- Bachelor's degree in Finance, Accounting, Business Administration, or related field preferred.

- Proven experience in a similar role, preferably within a finance or accounting department.

- Familiarity with financial regulations and compliance standards.

- Proficiency in accounting software, preferably Quickbooks.

- Strong numerical and analytical skills with attention to detail.

- Proficiency in Microsoft Office Suite, especially Excel.

- Excellent organisational and time management skills.

- High level of integrity and discretion when handling sensitive financial information.

If you are a motivated individual with a passion for finance and administration, we encourage you to apply for this exciting opportunity