Finance and Office Administrator

Our client is seeking an experienced and well-organised Finance & Office Administrator to support the Finance Director and manage a broad range of finance and office administration duties. Finance will be the main focus of the role, including maintaining the ledgers, preparing payment and reporting information, and dealing with suppliers, subcontractors, clients and colleagues.

You will also be responsible for the day-to-day administration of the London office, staff records, facilities and general internal support. The role would suit someone who is practical, dependable and comfortable managing a varied workload in a busy construction business.

Key Responsibilities

Purchase Ledger, Suppliers & Subcontractors

• Create and maintain supplier and subcontractor records in Sage 50.

• Process purchase and subcontractor invoices, applying the appropriate nominal, project, VAT, CIS and domestic reverse charge treatment.

• Manage the invoice approval process and follow up outstanding approvals with commercial managers and other relevant colleagues.

• Maintain aged creditor records and reconcile supplier and subcontractor statements.

• Prepare the weekly supplier and subcontractor payment run and associated bank payment administration for approval by the Finance Director.

• Respond to routine supplier and subcontractor account, payment and remittance queries.

Sales Ledger & Credit Control

• Create and process sales invoices and credit notes.

• Allocate customer receipts and maintain the sales ledger.

• Carry out credit control, maintain the aged debtor position and escalate overdue or disputed balances where appropriate.

• Respond to routine client account and payment queries.

Banking, Cards & Expenses

• Complete bank and company credit card reconciliations and investigate outstanding or unidentified items.

• Administer employee expenses, including appropriate coding and VAT treatment.

• Maintain petty cash records and supporting documentation.

• Prepare payments for approval while observing appropriate segregation of duties and bank-detail controls.

CIS, VAT & Payroll Support

• Complete subcontractor verification and maintain CIS records, deduction rates and monthly supporting schedules.

• Prepare CIS returns, deduction statements and reconciliations, and deal with routine subcontractor CIS queries.

• Prepare quarterly VAT returns and supporting reconciliations for review and submission.

• Provide monthly payroll administration support and post payroll journals in Sage.

Month-End, Reporting & Year-End Support

• Complete routine month-end processing in Sage and provide agreed reconciliations and supporting schedules to the Finance Director.

• Produce cost and ledger reports for commercial managers and assist with related queries.

• Assist with year-end accounts preparation, audit requests and the retrieval of supporting information.

• Provide ad hoc financial administration and analysis as requested by the Finance Director.

Office Management & General Administration

• Act as the first point of contact for the London office, including reception, telephone, post, couriers and meeting room arrangements.

• Manage office supplies, stationery, facilities, cleaners, waste collection and relationships with office contractors and service providers.

• Coordinate routine office compliance inspections and servicing, including PAT testing, and assist with ISO audit administration where required.

• Maintain current staff, site and contact lists and coordinate document archiving and general electronic filing.

• Manage the finance/accounts inbox and respond to general finance and office queries.

• Coordinate company events, seasonal gifts, calendars and other office initiatives.

• Provide general administrative support to the directors as required.

Staff Administration

• Maintain staff records and administer annual leave and sickness records.

• Coordinate new starter and leaver administration, including records, equipment and access requirements.

• Maintain relevant training, qualification and certification records and monitor expiry dates where applicable.

• Coordinate office IT, phones and equipment requirements with external providers.

• Maintain company administrative registers and renewal schedules as allocated