14 July 2020

We are recruiting – Finance & Office Administrator

Posted by Claire Rigby Finance and Office Manager

Jefferson Sheard Architects are seeking an organised and experienced Finance and Office Administrator to join our team in a full time (37.5 hour p/w) position for immediate start.

This position is based in our Peterborough studio providing support to all our offices.

Key responsibilities include:

Finance administration duties:

  • Entering suppliers and customers invoices into the accounting system
  • Producing customer invoices and monthly distribution
  • Producing a weekly payment run and making payments to suppliers
  • raise and issue purchase order numbers
  • Reconcile purchase orders with invoices and obtain approval for any discrepancies
  • Reconcile payments to invoices and enter within accounts
  • Reconcile company bank account and updating cash flow forecasts
  • Monitoring and reconciling petty cash
  • Processing company card receipts
  • Use Xero to create aged creditors list
  • Issue regular statements to customers and chase payments systematically
  • Ensure timesheets are completed each week for employees
  • Record and report on WIP data taken from timesheet and staff costs
  • Collect, sort and obtain approval for staff expenses.
  • Allocate nominal codes and department codes.
  • Place orders with suppliers as directed by other staff
  • Follow up suppliers and report on the progress of purchase orders
  • Handling and distributing post
  • Managing the companies general email account and distributing to appropriate staff
  • Completing suppliers credit account application forms
  • Completing financial aspects of tender/bid and other documentation
  • Producing financial reports and updating financial spreadsheets as required
  • Producing monthly profit and loss report and MI for the Board and Bank
  • Submitting Quarterly VAT Returns
  • Liaising with the Finance and Office Manager regularly

Other administrative duties:

  • Answer all incoming calls and pass to the office staff
  • Introduce guests and visitors to the company
  • Administrative duties to assist Architectural staff (i.e. letter writing, reports, data input etc)
  • Creating new job files and allocating job numbers

The successful candidate:

Desirable skills/experience:

  • Have gained a min. AAT Level 2 Qualification or equivalent and 2 years post qualification experience working in office / finance – AAT Level 3 would be advantageous
  • Min 2 years office administration / finance experience.
  • You will be happy to work independently within an office environment of Architectural / Technical staff.
  • Be personable with excellent telephone manner
  • Be well organised and able to work on your own initiative and self-motivated
  • Have previous experience of bookkeeping
  • Be able to use Excel, Outlook and word effectively
  • Be able to effectively prioritise and manage a varied workload
  • Be comfortable working and communicating with individuals at all levels of the business
  • Experience of using Xero Accounting Software would be advantageous but is not essential

In return you will be an integral, valued part of our team with benefits including:

  • 22 days leave + 8 Statutory days (increasing based on length of service)
  • Cycle to work scheme
  • Annual appraisal system to generate development programmes for all members of staff

Starting salary £20,000 - £23,000 (negotiable dependent on experience). Salary will be reviewed at the end of the 6 month probation period.

Please email a copy of your CV and covering letter to claire.rigby@jeffersonsheard.com

All interviews and subsequent employment will be carried out in line with government guidance on social distancing.

Jefferson Sheard Limited are an equal opportunities employer.